The Governing Plastics Network privacy notice

The University of Surrey is the “Data Controller” of your personal data. We are registered with the Information Commissioner’s Office (our notification number is Z6346945) and we are committed to ensuring that the personal data we process is handled in accordance with data protection legislation.

We have a named Data Protection Officer, Suzie Mereweather, who can be contacted via dataprotection@surrey.ac.uk.

The Governing Plastics Network is a joint collaboration project between the University of Surrey and the University of NairobiOne 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.

The University’s Governing Plastics Network holds and processes personal data about its members. 

We collect the following data about you:

  • Contact details, including:
    • postal address
    • email address
    • work phone number
    • mobile phone number
    • employer / occupation
  • Nature of occupation (eg, industry, academia, NGO)
  • Special interest (eg microplastics, ocean pollution).

We receive this data from you when you:

  • Complete this form
  • Take part in an event
  • Contact us
  • Supply us with this information.

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 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 in our legitimate interests to undertake research and network-building activities.   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 store your data and use it to contact you as part of the Governing Plastic Network; to put you in touch with other members of the network; and, to list you as a member of the Governing Plastics Network on the publicly available membership register.

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 its own Data Protection Policy (PDF)

  • We record your contact details and include them on the membership register.
  • We track activity [via cookies/ other tools] to obtain information about the way you access our website to analyse the effectiveness of [the service]. 
  • We monitor use of IT services to ensure adherence to the IT Acceptable Use Policy and Guidelines (PDF).
  • We analyse the effectiveness of our service at an aggregate level so that no individuals are identified from the data.

We keep your personal data for 4 years.

We take the security of your data seriously. Details on university wide measures surrounding IT security can be found in the principal IT Security Policy (PDF) which sets out the definition of, commitment to and requirements of information technology and security.

We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties.

Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions contained within a contract, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

Internally, we share your personal data with:

  •   Project Directors (University of Surrey)
  •   Project Officer (University of Surrey).

All of whom are subject to this privacy notice

We do this in order to:

  •  Include your contact details on the membership register.

We share your personal data externally with the following third parties who are subject to this privacy notice:

  • Project Directors and Managers at the University of Nairobi as our collaborative partner
  • Other members of the Governing Plastics Network where you have given your consent.

We do this in order:

  • Build the Governing Plastics Network
  • Generate the exchange of knowledge around the governance of plastics
  • Send you information about Network activities
  • Invite you to contribute information to the Network.

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 guide to data subject rights webpage

You have the right to:

  • Withdraw your consent in circumstances where we are processing your personal data on that basis.
  • 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.
  • Have your data erased by us, although in certain circumstances we may not be able to do this, for example, where we must comply with a legal obligation or in managing your health and social care. The circumstances where this applies can be found in the data subject rights information on the University's guide to data subject rights webpage.
  • Restrict the processing of your personal data in certain ways.
  • Obtain your personal data for reuse.
  • Object to certain processing of your personal data.

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

If you have any concerns about the way that we have handled your personal data please contact us as we would like to have the opportunity to resolve your concerns. If you’re still unhappy, you have the right to lodge a complaint with the Information Commissioner’s Office

Guidance note: 

The right to object applies in limited circumstances, these are:

  1. Processing which is for direct marketing purposes
  2. Processing for scientific/historical research/statistical purposes
  3. Processing based on legitimate interest grounds
  4. Processing because it is necessary for the performance of a task carried out in the public interest or under official authority.