Privacy Notice

Royal Agricultural University

Farm491 Privacy Notice

The Royal Agricultural University is a data controller and is committed to protecting your personal data and working in accordance with all relevant data protection legislation.  Your data is used for member and service provider engagement activities.  This privacy notice explains how the University processes and uses the personal data we collect about our members and service providers.

The University will process your data in compliance with the Data Protection Act (1998) until 25th May 2018, and in accordance with the General Data Protection Regulation (GDPR) and its enactment into UK law, thereafter.

WHAT DATA DO WE HOLD

The University may hold data relating to you from a number of sources.  The majority of data we hold on Farm491 members and service providers is that which you provide either during your time as a member/service provider, when you complete one of our membership forms, attend an event or engage with us in any other way.

OUR RECORDS MAY INCLUDE

Contact Details – for example your address, email address and telephone number (we update these whenever you tell us they have changed)

Engagement Details – for example your attendance at events.

Personal Details – for example disability and dietary preferences for event management purposes.

Your Preferences – to help us engage you in the ways most relevant to you, for example, how you prefer to receive certain communications or event invitations.

We are required to ensure that data we hold about you is as accurate as possible, therefore we may update your details based on reliable publicly available sources, as well as updates which you provide to us.  For example we may update your address, telephone number or business details.

HOW DO WE USE YOUR DATA?

The University primarily uses your data to communicate member/service provider activities, events and for the promotion of benefits and services.  These can include:

  • Sending you our e-newsletters
  • Inviting you to events
  • Informing you of benefits available to members and service providers

These activities may include an element of direct marketing.  The data is also available to other departments within the University, through nominated members of staff.

Communications may be sent to you by post, telephone, email, text or other electronic means (for example through social media) depending on the communication preferences you have shared with us.

HOW WILL WE SHARE YOUR DATA?

Data is held primarily on the University’s Farm491 CRM database, which is currently cloud hosted by Hubspot.

Data may also be disclosed to other external organisations acting as agents for the University, for example mailing houses for the mailing of newsletters, research organisations for augmenting the data we hold, or approved volunteers acting on behalf of the University.

Data is only shared in support of the University and is never shared with anyone to enable other institutions to contact individuals.

The University does NOT sell data to third parties or allow third parties to sell on data where data is shared with them.

HOW DO WE PROTECT YOUR DATA

Your data is held securely on the University’s Farm491 database.  The database is accessible to a limited number of University staff.  All staff who access the database have completed the University’s data protection training.

The University ensures that appropriate data sharing agreements are in place prior to sharing your personal data with any partners.

YOUR RIGHTS AND PREFERENCES

You have the right to:

  • Ask us to see, correct or delete the data we hold about you.
  • Object to specific data uses, as described above.
  • Object to receiving communications and direct marketing.
  • Ask for the transfer of your data electronically to a third party.

The University may contact you by post unless you request otherwise, and by telephone, text, email or other electronic means as you have previously consented.

If you no longer want to receive communications by post, telephone, text, email or other electronic means, please contact Farm491 on 01285 889923 or info@farm491.com.

When contacting us please provide your name.  Please also specify if you wish to unsubscribe from all communications or from specific communication types or methods.

If you ask us to delete your data, we will maintain a skeleton record comprising your name and company name to ensure that we do not inadvertently contact you in future.

We will not obtain personally identifying information about you on our website, unless you choose to provide such information to us.

LEGAL BASIS FOR PROCESSING

The legal basis for processing your personal data for the purposes as described above is that it is necessary for the pursuit of our legitimate interests as an educational institution to maintain a network for the support and development of our members, including the provision of business events, networking and other appropriate member and supporter network activities.

OTHER INFORMATION

This Privacy Notice will be kept under review.  Any changes will be updated on our website and communicated to you as appropriate.  This Privacy Notice was last updated in May 2018.

The University’s Data Protection Officer is responsible for monitoring compliance with relevant legislation in relation to personal data and can be contacted at dataprotection@rau.ac.uk

You can also contact the DPO if you have any queries or concerns about the University’s processing of your personal data.  You have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns

Further information:

If you have any questions regarding this Privacy Notice please do not hesitate to contact us on 01285 652531 or info@farm491.com