Centre for International Macroeconomic Studies (CIMS) courses privacy notice

The Centre for International Macroeconomic Studies (CIMS) holds and processes personal data about:

• Easter, Summer and Winter course enquirers
• Easter, Summer and Winter course participants.

The personal data we hold about you consists of your:

• Title
• Name
• Address
• Contact number
• Contact email
• What course(s) you are interested in/attending
• Any dietary requirements
• How you found out about our courses
• Amount being paid by you or your organisation.

We only collect the data we need and keep that data up to date.

We receive this data from you when you fill in the application form for either of the courses.

The University collects only the data we need, and we keep the data up to date and only for as long as it is needed. 

We collect your personal data to:

• Provide you with information regarding a course or courses
• Register you on a course
• Send you course material if applicable
• Process your application for your chosen course
• Provide you with a parking permit (if relevant)
• Meet your dietary requirements (if stated). 

We take our obligations for data handling very seriously and it is therefore important for you to know the lawful basis for us processing your information:

We process data to ensure that we can carry out our public role as an educational and research establishment, meeting legal, moral, and contractual obligations as laid out in the University’s Charter. 

We also process data to meet our statutory and legal requirements, specifically for making the HESA (Higher Education Statistics Agency) returns at the end of the year. The data in this case is anonymised.

We also process data to meet our contractual duties to you and provide you with CIMS services as laid out in our contract with you. 

We also process data in our legitimate interests in relation to the business of running short courses at the University of Surrey. These legitimate interests are determined through an assessment made by weighing our requirements against the impact of the processing on you. Our legitimate interests will never override your right to privacy and the freedoms that require the protection of your personal data. If you are interested in learning more about this legitimate interest assessment, please contact dataprotection@surrey.ac.uk.

We process data because you give us your consent, specifically to make access and dietary arrangements where you have shared your special category data e.g., details of a disability, to provide you with the information needed to attend a short course and maintain a continuing business relationship with you and your company.

We do not use the data we collect to make decisions about individuals or to analyse information on an individual level.

The University processes personal data and special category data in accordance with data protection legislation and Our Data Policy Statement (PDF) (incorporating Information Security Policy).

We keep your personal data in accordance with the University’s retention schedules. This means that your data is kept for 5 years and then destroyed. 

Internally

Internally, we share your personal data with:

• Lecturers on the courses (where relevant)
• Finance staff in the case of invoicing and credit card payments
• Accommodation and catering teams (where relevant).

We do this in order to:

• Inform lecturers about attendees expectations and requirements
• Ensure the smooth processing of payments
• Ensure meeting your accommodation and dietary requirements.

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 on the University’s webpage. 

You have the right to:

• Withdraw your consent for us to process your personal data
• To ask us to confirm that your personal data is being processed and to 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
• To 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 data subject rights information on the University’s webpage
• To restrict the processing of your personal data in certain ways
• To obtain your personal data for reuse 
• To object to certain processing of your personal data.

To exercise any of these rights, please contact dataprotection@surrey.ac.uk.

You also have the right to complain to the Information Commissioner’s Office about the way in which we process your personal data, if you are not satisfied with our response to your concerns.