Privacy notice for mailing list subscribers

Your Personal Data

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to you subscribing via a mailing list to receive communications from the University. This privacy notice will explain how the University of Glasgow will process your personal data.

Why we need it

The University will process your personal data to provide you with the communications you have subscribed to. 

If you consent to receive these communications, we will retain and use only the information which is necessary to communicate with you. This may include:

  • Your name and contact details (including your address, email address and telephone number(s));
  • Details of specific degree programmes or research areas of interest (if relevant)
  • Your job title and role (if relevant);
  • Details of University events you have attended (if relevant).

The communications we send you will be tailored to any preferences you have expressed.  

We will only collect data that we need in order to provide and oversee these services to you.

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance the legal basis is;

Consent - We process your personal information for the purposes above based on your consent. You will be able to withdraw consent and unsubscribe to the communication you receive at any point by following the instruction provided on each communication we send you. Alternatively, you can contact us at mrio-recruitmentmarketing@glasgow.ac.uk

What we do with it and who we share it with

We may provide access to such information (including copies of the documents provided by you) to our external auditors when relevant.

We currently use third party services to provide our managed email communications, postal mailings and prospectus distribution.

  • Mailing and Data Solutions provide our prospectus and postal mailing distribution. Data is accessed or transferred by The University of Glasgow via a secure FTP transfer and is held by MDS for 7 days before being destroyed.
  • We use Dotdigital to supply our bulk email service for prospective student communications. Dotdigital is a private company (data processor) used to provide a bulk email service to the University. Your personal information will be held in the EU however there may be occasions where the sub-processors access the data (amounting to a transfer) in order to provide elements of their services for support. For further details, refer to Dotdigital’s privacy policy.
  • If you would prefer that your data is not stored in Dotdigital, you can opt out of communications at any point. You can also email Recruitment Marketing directly

How long do we keep it for?

We will continue to keep your data until you withdraw your consent or unsubscribe from receiving a specific communication.  We will delete your details if we become aware that your contact details are out of date or incorrect.

What are your rights?*

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect you can request to see this information and may in some instances have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability.

Where we have relied upon your consent to process your data, you also have the right to withdraw your consent at any time.

If you wish to exercise any of these rights, please contact dp@gla.ac.uk

*please note that the ability to exercise these rights will depend on the legal basis on which the processing is being carried out.

Complaints

If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter.

Our Data Protection Officer can be contacted at dataprotectionofficer@glasgow.ac.uk

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO). 

Amendments to this privacy policy

This privacy statement will be reviewed and updated on a regular basis. It was last updated on 13 March 2019.