Researcher and Supervisor Development Training Privacy Notice
Information you need to know
The Doctoral Academy is part of Liverpool John Moores University. See further information on the institution.
Liverpool John Moores University is the Data Controller.
Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.
This privacy notice explains how we use your personal information and your rights regarding that information.
For information about how the wider university uses personal data, please see the Privacy notice section of our website.
Information we are collecting
We collect your full name and email address to enable you to participate in the relevant training programme.
We may also collect additional information where relevant, including:
- dietary requirements for in-person events such as conferences
- details of any accessibility or additional support requirements
- feedback or evaluation data following the event
Source of the personal data
We collect this information directly from you when you complete the registration form for the Researcher Development Programme (RDP) and Supervisor training events.
Why we are collecting your data and the legal basis for this
We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.
We collect and use your personal data to administer your participation in RDP and Supervisor training events. This includes registering you for events, communicating with you, and managing attendance and feedback.
For researchers, the lawful basis for processing this data is that it is necessary for the performance of a task carried out in the public interest (Article 6(1)(e)).
For supervisors (staff), the lawful basis is that the processing is necessary for the performance of a contract (Article 6(1)(b)).
Where you provide additional information about your requirements, such as dietary or accessibility needs, we will process this information only where necessary to support your participation. Where this information relates to special category data (for example, health information), it will be processed in accordance with relevant conditions under data protection law.
Who has access to this data
Your personal data will only be accessed by relevant LJMU staff where it is necessary for them to carry out their role in administering the training programme and associated evaluation.
We use external systems to support the delivery and management of training events, including CRM/Dynamics 365, Eventbrite, eDoc and Microsoft Forms. These providers act on behalf of the university and are required to handle your personal data in accordance with appropriate data protection standards.
How the university protects your data
We are committed to keeping your personal data safe in line with the data protection legislation and the university’s information security and data protection policies.
Paper attendance lists are stored in locked cabinets accessible only to the Doctoral Academy. Electronic data is stored on secure university systems, including eDoc and shared drives, with appropriate access controls in place.
We also use external systems, such as Eventbrite, to support the administration of training events. These providers are required to handle personal data in accordance with appropriate data protection standards.
How long the university keeps your data
We will retain your personal data in line with the university’s Records Retention Schedule and only for as long as necessary for the purposes of administering training events and recording attendance.
Paper attendance lists will be securely stored and retained for the duration of your study with the university.
Electronic records, including registration and evaluation data, will be stored on secure university systems and retained in accordance with the relevant retention schedules.
When your personal data is no longer required, it will be securely deleted or destroyed.
Your rights
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request - this could be in a portable electronic format
- request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
- request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing
If your personal data has been provided by consent, you have a right to withdraw that consent at any time.
If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.
If you do not provide data
We require your personal data to register you onto the relevant training programme. If you do not provide this information, we will be unable to process your registration or confirm your place on the event.
Transfers of data outside the UK
We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country - for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.
Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.
These safeguards might include model contractual clauses, formal data sharing or processing agreements, or binding corporate rules. In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.
Automated decision-making
We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.
How to complain to the university
You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.
If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:
Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP
or by email via DPO@ljmu.ac.uk.
How to complain to the Information Commissioner’s Office
You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted using the following details:
By post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
By phone: 0303 123 1113.
By email: contact can be made by accessing the ICO website.