List of active policies

Name	Type	User consent
Privacy Notice	Privacy policy	All users

Privacy Notice

Summary

Introduction:

The privacy notice pertains to users of the RESHAPED training platform of the School of Advanced Study (SAS), which is a part of the University of London.
The University is registered with the Information Commissioner’s Office and has a designated Data Protection Officer.

Data Collection:

The University collects personal data from registered users and from feedback forms.
For account holders, mandatory data includes full name and email. Optional data can include city, country, organization, professional category, user's image, and a free text description.
Feedback form respondents provide geographical and professional data.
All users, including guests, generate anonymized site usage data. Comments on the public platform can be viewed by anyone.

Purpose of Data Collection:

Data from account holders supports interactive activities, engagement, and tracking learning. Consent is obtained during sign-up.
Anonymized data from all users assists in monitoring engagement and is shared with the wider university and external funders to show support to the national humanities research community.
Feedback forms help in refining the platform.
Data processing aligns with both the University's and users' legitimate interests, ensuring user rights are not violated.

Data Handling:

Data is collected directly during sign-up, except for certain courses where it's collected during event registration.
Data may be used for anonymized reporting.
Data is stored in a cloud system provided by Titus, which meets data protection expectations.
The University's processing adheres to data protection legislation and its own Data Protection Policy.

Data Sharing:

Staff with certain roles can view user account data.
Anonymized data can be shared with departments like Research Services.
External collaborators, including those abroad, might access user details for course-related purposes.
Some data might be shared with third parties like Titus Learning Platform and government bodies.

User Rights:

Users have rights pertaining to their data, including withdrawal of consent, access, rectification, erasure, processing restriction, data reuse, and objection.
Detailed rights can be found on a specific webpage.
Concerns about data handling can be addressed to the Data Protection team, and unresolved issues can be reported to the Information Commissioner’s Office.

Full policy

Introduction

This privacy notice is relevant to all users of the RESHAPED training platform which is part of the School of Advanced Study (SAS).

The School of Advanced Study is part of the University of London. We are registered as a data controller with the Information Commissioner’s Office (our registration number is Z5419651) and have a Data Protection Officer, Suzie Mereweather who can be contacted via data.protection@London.ac.uk. You can find out more on our data protection webpage at http://www.london.ac.uk/data-protection.html

One of our responsibilities is to tell you about the different ways we collect and use your personal data. This statement provides details about these uses. In addition to this statement, you may be given further information about the uses of your personal data when you use certain services offered by the University of London.

What information do we collect from you?

We hold and process personal data about registered users of the website and those who share personal data in our feedback forms.

For users who create an account, the personal data we hold about you consists of the following mandatory fields:

Full name
Email address

Although not mandatory fields, you may also choose to provide the following information on sign-up:

City and country where based
Institution/organisation
Broad professional category (e.g. PhD student, early career researcher, lecturer, etc.)

Once registered you also have the choice to add the following additional personal data in your user profile:

An image of yourself only visible to other registered users
Any additional information you would like to share to identify yourself to other registered users in the free text ‘Description’ box

Other users who respond to our feedback forms on the site will also be asked, for reporting purposes, to provide: 

the country and city or region in which you are based (this is important for reporting on our geographical reach) 
Your broad professional category (e.g. PhD student, early career researcher, lecturer, etc.)

All users will also produce fully anonymized data in relation to their use of the site (e.g. page visitors, course completion, etc.)  

Users may also choose to share additional personal data in their public comments and interactions on the site. Please note, as this is a public platform the data you choose to share in these comments or interactions may be viewed by any visitor or user of the site.

Why do we collect this information?

For users who create an account on our platform, we collect and use your personal data to enable you to participate in more interactive activities, to engage with other learners and tutors, and to allow you and staff at the School to track your learning., We process this data with your consent upon sign up.

Guest users of the platform who do not have an account will also produce fully anonymized data in relation to their use of the site (e.g. page visitors, course completion, etc.)   We collect and use this data the purpose of tracking learner and visitor engagement with the platform. This data will also be provided in aggregate to the wider university and our external funders (primarily Research England and UKRI) to show how SAS supports the national humanities research community.

Optional and anonymised feedback forms are also used on the platform in order to inform future improvements to the platform and materials hosted on it. As above, the results of these may also be shared in aggregate form with the wider university and external funders to demonstrate how we fulfil our remit to support the national humanities research community.

We process data for the other purposes listed above in the legitimate interests of the University of London as well as in your own legitimate interests. These purposes will never override your personal interests, fundamental rights and freedoms in relation to your personal data.

What do we do with this information?

We collect your personal data directly from you when you fill in the webform to sign up for an account.

The only exception is courses hosted on the site where participants have to register in advance (e.g. paid short courses) using the School of Advanced Study’s events system. In these cases, the personal data you enter when you register will be used by staff in the School to create an account on your behalf and provide access to the relevant course.

The only secondary purpose the data will be used for is in anonymized reporting on usage figures, feedback and engagement.

Data is stored in the IT support system which is a cloud hosted system provided by Titus. The University has carried out due diligence to make sure this third-party organisation stores data in line with data protection expectations.

The University processes personal data in accordance with data protection legislation and our own Data Protection Policy

Who do we share your information with?

Personal data associated with registered user accounts will be viewable on the platform by staff in the School who have administrator, course creator or teacher access in order to fulfil their roles.

Aggregated and anonymised data may also be shared with other departments for reporting purposes (e.g. Research Services).

On occasions the School works with external collaborators who may need to be given course creator or teacher access to the platform in order to fulfil specific roles and will be able to view the account details of registered users.

We may also need to pass certain information with external parties to fulfil our legal obligations. As a principle only minimal information will be shared as necessary or anonymised in aggregate form. Third parties with whom information may need to be shared are:

Titus Learning Platform
Research England, UKRI, or other relevant government bodies

On occasions the School works with external collaborators outside the UK who may need to be given course creator or teacher access to the platform and will be able to view the account details of registered users on their courses.

What rights do you have in relation to the way we process your data?

As an individual whose data we process (a data subject), you have certain rights in relation to the processing. You can find detailed information about your rights as a data subject.

You have the right to:

Withdraw your consent for us to process your personal data where we have relied on that consent as our basis for processing your data.
Ask us to confirm that your personal data is being processed and to gain access (i.e. have a copy) of that data as well as to be provided with supplemental information about the processing.
Request that we rectify any inaccuracies where the data we hold on you is inaccurate or incomplete.
Have your data erased by us, although in certain circumstances we may not be able to do this. The circumstances where this applies can be found in the guide to data subject rights information.
Restrict the processing of your personal data in certain ways.
Obtain your personal data for reuse.
Object to certain processing of your personal data.

If you would like to exercise any of your rights please look at the information available on the data subject rights webpage

Make a complaint

If you have any concerns about the way that we have handled your personal data please email the Data Protection team as we would like to have the opportunity to resolve your concerns.

If you’re still unhappy, you have the right to complain to the Information Commissioner’s Office (an independent body set up to advise on information rights for the UK) about the way in which we process your personal data.