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1. Introduction
UCL Psychoanalysis Unit (“we” “us”, or “our”) respects your privacy and is committed to protecting your personal data.
This privacy notice provides information about how we process your personal information when you register online to attend an event organised by the Psychoanalysis Unit (Department of Clinical, Educational and Health Psychology).
By booking for an event in this way, you consent to the collection, retention and use of your personal information in accordance with the terms of this notice.
We keep this Privacy Notice under regular review. It was last updated on 16 January 2024.
2. About us
This notice supplements the wider UCL privacy notices.
This privacy notice explains how we use your data in relation to your attendance at one of our events. Occasionally you may be asked if you would like to stay in touch with us and consent for your personal details to be retained and used to communicate with you (in accordance with your stated preferences), e.g. via our mailing list for public events.
3. Personal data that we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you. This may include:
- Your name and contact details
- Your job title, affiliation, and country
- Special dietary requirements
- Access requirements
- Records of communications we send you or that we receive from you in relation to an event you will attend/have attended.
4. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- To register you as an attendee at our events and to manage our relationship with you
- To communicate with you before and after the events to provide you with information about the event for which you are registered, including a feedback survey post event, event updates, and possible changes, cancellation or similar information. To provide you with information about accessibility, transportation, parking, etc. that may impact on your attendance. To send copies of event recordings and / or presentations by email
- To avoid conflicts with confidentiality. In certain circumstances, due to the clinical material discussed at Psychoanalysis Unit events, attendee names and countries may be shared with the conference speakers and the conference organising committee. In these instances, we have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
- To help you with your enquiry. Depending on the circumstances, this may include special category personal data. Here, the processing of your information is carried out on the basis of your explicit consent; or
Where the processing is based on your consent, you have the right to withdraw your consent at any time by contacting us using the details set out below. Please note that this will not affect the lawfulness of processing based on consent before its withdrawal.
We may also use anonymised data, meaning data from which you cannot be identified, for the purposes of:
- Event evaluation;
- Event newsletters
Anonymised data may also be used in published reports or journals and at conferences.
5. Who we share your personal data with
Your personal data will be collected and processed primarily by our staff and UCL (Access to your personal information is limited to staff who have a legitimate need to see it for the purpose of carrying out their job at UCL.). We may have to share your personal data with the parties set out below for the purposes outlined in section 4:
Mailchimp, the service we use to create marketing campaigns and manage our audience contact details. Their privacy policy can be found here
UCL Online Store, the service used for event registrations. Their privacy policy can be found here
Conference speakers and organising committee
We may share some of the information with external organisations providing services for the event you are attending, in particular we may share your information (including dietary requirements) with catering service if you are attending an event where catering is offered. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes – we only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. Information security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have established procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. Data retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
We will keep your personal data according to the Records Retention Schedule.
8. Your rights
Under certain circumstances, you may have the following rights under data protection legislation in relation to your personal data:
- Right to request access to your personal data;
- Right to request correction of your personal data;
- Right to request erasure of your personal data;
- Right to object to processing of your personal data;
- Right to request restriction of the processing your personal data;
- Right to request the transfer of your personal data; and
- Right to withdraw consent.
If you wish to exercise any of these rights, please contact the Data Protection Officer.
Contacting us
You can contact UCL by telephoning +44 (0)20 7679 2000 or by writing to: University College London, Gower Street, London WC1E 6BT.
Please note that UCL has appointed a Data Protection Officer. If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact our Data Protection Officer using the details set out below:
Data Protection & Freedom of Information Officer
data-protection@ucl.ac.uk
9. Complaints
If you wish to complain about our use of personal data, please send an email with the details of your complaint to the Data Protection Officer so that we can look into the issue and respond to you.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) (the UK data protection regulator). For further information on your rights and how to complain to the ICO, please refer to the ICO website.