University of Surrey Living Lab privacy notice

The University of Surrey Living Lab initiative along with the incorporated Clean, healthy and sustainable Surrey (CheSS) initiative, the Clean local energy action network and Surrey Energy Partnership, are part of the ‘urban living’ and ‘sustainability’ research themes at the University of Surrey.  

The Surrey Living Lab initiative aims to nurture living lab research activity, partnerships and action focused on creating clean, healthy and sustainable future communities. To achieve this we will share information, run events and encourage collaborative projects among a range of partners.

We are registered as a data controller with the Information Commissioner’s Office and 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.

We collect and process the following data about people we keep on our contact list:

  • Name and address
  • Name of Company and job title
  • Email address (if provided)
  • Details as to what events you have enquired about or registered on
  • Your dietary requirements if you have provided those on attending an event
  • Whether you have registered an interest in learning more about a specific topic of research etc.

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

We receive this data about you when you take part in an event, sign up to receive our newsletter, ask to join one of our networks or complete one of our event questionnaires/surveys.

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 in order to:

  • Send you regular newsletters to keep you up to date about what is happening at the University, among our partners and across the wider sustainability sector
  • Invite you to an online meeting, webinar or online event
  • Register you for an event
  • Send you information about future events that you may be interested in
  • Ask for feedback on events that you have attended, which may include surveys
  • Link you to partners interested in similar topics/projects/activities where you have given your consent
  • Inform you about relevant products and services that may be of interest where you have given your consent
  • Promote funding opportunities and activities.

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

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

We process your data in our legitimate interests to provide you with a regular copy of our newsletter and to inform you of and invite you to events. 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 email the Data Protection team.

Where you have given your consent we will provide you with information in respect of future events, link you to partners that are looking for project partners, inform you about products and services that may be of interest, and promote funding activities.

We collect the data about you from the forms you complete when registering for an event, signing up to receive our newsletter, joining one of our networks or completing online and email forms.

The data is then kept in a database and used to contact individuals to achieve the purposes listed above.

We will keep your personal data for the period that the Surrey Living Lab initiative (including CheSS, the Surrey Energy Partnership, urban Living and sustainability themes) remains active, plus one year or until you advise us that you wish to be removed from our contact list, whichever is sooner.

We will review our contact list annually and will give you the opportunity to opt out at regular intervals.

We may share your personal data (name, organisation, email address) with your permission prior to the sharing, with another partner for the purposes of partnership development and networking. The aim is to encourage project collaboration between organisations based within the UK. No special category data will be shared. 

Your data will not be shared with any external organisation unless in the circumstances above.

As an individual whose data we process (a data subject), you have certain rights in relation to the processing. 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 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.

Each time we send you marketing information about Surrey Living Lab products, services, projects, events and courses, you will have the right to opt out of receiving information, your database record for this contact list will be amended and you will no longer receive information from us. Do note, that you may continue to receive communications through other University of Surrey mailing lists that you have signed up to.

If you would like to exercise any of your rights please visit our make a privacy request section.

Make a complaint

If you have any concerns about the way that we have handled your personal data please email Cat Reeby in the first instance, 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.