QUEEN ELIZABETH PRIZE FOR ENGINEERING FOUNDATION GENERAL PRIVACY POLICY

INTRODUCTION

In this general Privacy Policy (Privacy Policy):

  • References to we, us or our means the Queen Elizabeth Prize for Engineering Foundation, a Registered charity (No. 1147743) (QEPrize). We are located at Prince Philip House, 3-4 Carlton House Terrace, London, SW1Y 5DG, United Kingdom.
  • References to you or your means anyone using the Services and or the Website (both as defined below).
  • References to the Websites means the websites found at qeprize.org or such other of our websites as we may operate from time to time.
  • the Services are made available by us to you (including via the Websites) and include:
    • registering to receive newsletters;
    • applying for membership of the QEPrize Engineering Ambassador Network
    • entering competitions that we hold;
    • nominating a prize winner;
    • applying for and attending events and training courses we organise; or
    • participating in any activities that we undertake in order to fulfil our ethos and objectives as a charitable organisation.

A Service may mean any one of these activities listed.

PRIVACY POLICY

This Privacy Policy (together with the terms of engagement that apply when you make any applications on one of our Websites, or a grant application form, or prize application form) sets out the basis on which we collect and use personal information about you through your involvement with us whether by your use of the Websites or our Services (as defined above).

This Privacy Policy describes:

  • who is responsible for the personal information that we collect about you;
  • the personal information we collect about you;
  • how we will use it;
  • who we may disclose it to; and
  • your rights and choices in relation to your personal information.

This is to make sure you have a full picture of how we collect and use your personal information.

You have the right to object to our use of your personal information at any time.  A summary of your right to object and details of who to contact if you want to exercise this right can be found in the How to contact us section below.  For further information on your rights, please see the Your rights section below.

In this Privacy Policy where we use the words personal information we use these words to describe information that is about you and other individuals (for example, someone that you nominate for an award or prize, or members of your family) and is information which identifies you or them.

 

We collect and use your personal information in connection with information that is provided to us:

  • if you apply to participate in any activity offered with us;
  • in the course of communications between you and us (including by phone, email or otherwise);
  • if you are nominated and if you win a prize or award that we offer through one of our Websites or newsletters;
  • when you register to use any of the Services;
  • when you complete any forms on our Websites;
  • when you fill in forms for us before, during and after your involvement with us and/or participation in any of our activities (including applications to attend events that we host or applications to attend workshops that we hold or when you act as a reviewer or referee for us in relation to prize nominations or competitions);
  • if you nominate a third party for a prize or other award;
  • if you provide us with feedback on any of the events, programmes or workshops that we organise;
  • if you report a problem to us regarding a complaint; and
  • via our social media pages, other social media content, tools and applications.

who is responsible for THE personal information that we collect?

For the purpose of data protection law, we are the controller in respect of your personal information collected and used through your interaction, involvement and or engagement with us.  This is because we dictate the purpose for which your personal information is used.

what PERSONAL Information do we hold about you?

In the course of your involvement with us, we collect and use personal information about you.  Different types of personal information will be held depending on which activity you are applying to get involved with or that you wish to participate in or how you wish to be involved with our work at the QEPrize. We have set out below how we collect, use, transfer, disclose or otherwise process your personal information.

Information that you provide to us / we collect from you

The information that you provide to us may include the following:

Type of Personal Information

Examples

General

Contact information.

Name, title, address, email address and telephone number.

General information.

Gender, date of birth, biographies of your academic qualifications and career and working career.

Photographs and video recordings.

Images (including photographs and pictures) or video recordings created during events or for the Websites or other business activities of the QEPrize, or for other relevant purposes as permitted by law.

Feedback on events, programmes or workshops that we hold.

Contact information about you when you provide us with written feedback after attending one of our events, programmes or workshops.

Complaints.

Contact information about you and details of the complaint.

Education

Education and employment information.

Educational background, employer details and employment history, skills and experience, professional licences.

Financial

Financial information and account details in relation to prize awards or Ambassador programmes

Bank account or other financial account number and account details.

Marketing Preferences

Information about you enabling us to provide relevant material and details about our Services.

Contact information that is collected when you apply to participate or use any of our Services. This information may also be collected over the telephone, from our Websites or from you in person.

Marketing preferences, marketing activities and  feedback.

Marketing preferences, information relating to competition entry or prize draw entry, or other promotion, or responses to voluntary satisfaction surveys.

To improve our marketing communications, we may collect information about interaction with, and responses to, our marketing communications.

Online activity information

We may receive personal information about you when you apply to participate and or use any of  the Services. 

 

 

Information we collect from you using technical means

Type of Personal Information

Examples

General

Through our use of cookies on our Websites.

Cookies are pieces of information stored directly on the device you are using. Cookies allow us to recognise your device and to collect information such as internet browser type, time spent using Services, pages visited, language preferences and relevant country website.

We may use the information for security purposes, to facilitate navigation, to display information more effectively, and to personalise your experience while using the Services.

You can refuse to accept the cookies we use by adjusting your browser settings. However, if you do not accept these cookies, you may experience some inconvenience in your use of the Websites and some online applications. We do not respond to browser do not track signals at this time.

 

 

Subject to compliance:

  • your referees and individuals who nominate you for prizes, awards or programmes.
  • publicly available sources such as the Beauhurst database (operated by Business Funding Research Ltd), social media profiles e.g. on Facebook, Twitter or LinkedIn, newspapers and news websites, engineering industry periodicals, Who's Who, company websites and company reports such as annual reports and statutory filings. Media and parliamentary databases that we subscribe to known as Agility PR Solutions Limited and Dods People UK (operated by Dods Group plc);

information about THIRD PARTIES

In the course of your relationship with us you may provide us with personal information relating to third parties. This includes details of your next of kin for use if there is an emergency situation in relation to your health.

We will use this personal information in accordance with this Privacy Policy.  If you are providing personal information to us relating to a third party (unless you are nominating someone for a prize or other award where secrecy is a strict requirement), you confirm that you have the consent of the third party to share such personal information with us and that you have made the information in this Privacy Policy available to the third party.

How do we use THE personal information we collect about you?

We use your personal information for a variety of different purposes before, during and after your involvement with us, which may include your participation in any of our activities and use of our Services, applying and receiving a grant from us or if you are nominated for a prize. In particular, your personal information may be used by us, our employees, service providers, and disclosed to third parties for the purposes set out in the table below. 

Under data protection law, we can only use your personal information if we have a legal basis to do so. Examples of where we have a legal basis to process your personal information includes when:

  • we have your consent;

 

  • it is necessary to enter into or perform a contract we have with you (or take steps at your request prior to entering into that contact);

 

  • it is necessary in order to protect your vital interests;

 

  • it is in our legitimate interests to process your personal information; or

 

  • the processing is necessary to comply with a legal duty.

 

We must tell you which legal basis we are relying on when we use your personal information. The legal basis we rely on is set out below together with the purposes that we use your personal information for.

Purpose

Legal Basis

To communicate with you and other individuals.

Legitimate interests. We require your personal information in order to ensure that we are fair in relation to our processes for awards and prizes and so as to enable us to carry out our operations as a charitable organisation and to fulfil our charitable objectives.

Necessary to enter into or perform a contract we have with you.

To process your application to become involved in and participate in any of our Services.

Legitimate interests. We require your personal information in order to ensure that we are fair in relation to our processes for awards and prizes and so as to enable us to carry out our operations as a charitable organisation and to fulfil our charitable objectives.

To monitor and assess the fairness of our process in relation to assessing and making awards and prizes.

Legitimate interests. We require your personal information in order to ensure that we are fair in relation to our processes for awards and prizes and so as to enable us to carry out our operations as a charitable organisation and to fulfil our charitable objectives.

To administer your payments to us.

Performance of a contract we have with you.

 

To carry out events organised by the QEPrize of which you are an attendee or speaker or delegate participant and to deal with the related administration.

Legitimate interests. We require your personal information in order to ensure that we are fair in relation to our processes for awards and prizes and so as to enable us to carry out our operations as a charitable organisation and to fulfil our charitable objectives.

Performance of a contract we have with you.

To provide you with information about the Services we offer (including newsletters, details of any events, workshops or competitions, as well as programmes, which we believe may be of interest to you) in accordance with any specified preferences.

Legitimate interests. We require your personal information in order to ensure that we are fair in relation to our processes for awards and prizes and so as to enable us to carry out our operations as a charitable organisation and to fulfil our charitable objectives.

Consent.

Carrying out video or audio recordings of and take photographs at events, programmes, workshops or meetings you attend.

Legitimate interests. We require your personal information in order to ensure that we are fair in relation to our processes for awards and prizes and so as to enable us to carry out our operations as a charitable organisation and to fulfil our charitable objectives.

To improve the quality of training carried out by the QEPrize and the Services.

Legitimate interests. We require your personal information in order to ensure that we are fair in relation to our processes for awards and prizes and so as to enable us to carry out our operations as a charitable organisation and to fulfil our charitable objectives.

To carry out satisfaction surveys, evaluations and analysis.

Legitimate interests. We require your personal information in order to ensure that we are fair in relation to our processes for awards and prizes and so as to enable us to carry out our operations as a charitable organisation and to fulfil our charitable objectives.

To comply with any legal or regulatory obligations (including in connection with a court order).

Necessary for compliance with a legal obligation to which we are subject.

To maintain relationships with beneficiaries of the QEPrize .

Legitimate interests. We require your personal information in order to ensure that we are fair in relation to our processes for awards and prizes and so as to enable us to carry out our operations as a charitable organisation and to fulfil our charitable objectives.

To communicate with you in your professional capacity for example  as a journalist, in order to inform you about exciting developments in the field of Engineering and our projects.

 

Legitimate interests. We require your personal information in order to ensure that we are fair in relation to our processes for awards and prizes and so as to enable us to carry out our operations as a charitable organisation and to fulfil our charitable objectives.

 

WHAT SENSITIVE PERSONAL INFORMATION DO WE HOLD ABOUT YOU?

We may also collect certain sensitive personal information (including any special categories of personal data) from you.  This may include:

  • information concerning your:
    • racial/ethnic origin;
    • sexual orientation;
    • religious belief;
    • current physical, medical condition or disability information; and
  • information about your family that is publicly available (this information is used for briefing notes prepared and used internally by the QEPrize).

When we process your sensitive personal information, we will rely on the following legal basis either:

  • your explicit consent; or
  • one or more of the other legal basis set out in the table above and the use is necessary for the establishment, exercise or defence of legal claims, or whenever courts are acting in their judicial capacity (for example, when a court issues a court order requiring the processing of your sensitive personal information).

Where we use certain elements of your sensitive personal information (for example, racial or ethnic origin/religious beliefs, health data or details of your sexual orientation to carry out equal opportunities monitoring) we do so in reliance on the equality of opportunity or treatment legal basis. [We only report on this in a non-attributable and aggregated manner.]

LEGAL REQUIREMENTS

We may be required to obtain your personal information to comply with our legal requirements, or to enable us to provide you with the Services you have requested. If you do not provide the relevant personal information to us, we may not be able to provide these Services.

who may we disclose your PERSONAL information to?

You agree that we may share your personal information with:

Type of third party

Examples

General

Our service providers

Services provided to us by the Royal Academy of Engineering (RAENG), and other suppliers and sub-contractors for the performance of our business operations as well as for any contract we enter into with you. For example:  

·         box.com who provide secure file sharing services to the RAENG;

·         Microsoft Dynamics who provide the RAENG's central records management system;

·         Microsoft Systems Centre who monitor the RAENG's IT systems;

·         Blancco which is the RAENG's recycling partner for the RAENG's redundant hardware;

·         Raiser's Edge NXT which provide IT systems, destination management and storage services to the RAENG;

·         Mailchimp who provide marketing platform services to the RAENG;

A current list of these third party service providers with whom we share your personal information can be provided to you on application to the Compliance Manager at compliance@qeprize.org

Our professional advisers

 

 

 

 

Including accountants, lawyers and other professional advisers that assist us in carrying out our business activities, a current list of these third parties can be provided to you on application to the Compliance Manager at compliance@qeprize.org

Government authorities and third parties involved in court action.

External agencies and organisations for the purpose of complying with applicable legal and regulatory obligations. For a list of third parties with whom your particular personal information may be shared, please contact the Compliance Manager at compliance@qeprize.org

Expert reviewers who assist us with the review of nominations for prizes.

These reviewers comprise Fellows of the RAENG and people who are academic experts in the field of a particular research application.  Our reviewers may be based all over the world.

For a list of our expert reviewers, please contact the Compliance Manager compliance@qeprize.org

Third party nominators who nominate individuals for prizes.

These third parties will provide us with personal information about you in relation to your confidential nomination for a Prize.

 

We may also disclose your personal information to other third parties, for example:

  • if we or substantially all of our assets are acquired by a third party or we merge with another charitable organisation (or are subject to a reorganisation within our group), personal information held by us will be one of the transferred assets; and
  • if we are under a duty to disclose or share your personal information in order to comply with any legal obligation, or we are involved in any litigation with you.

Where will we transfer your personal information?

We will process your personal information both within and outside the European Economic Area (EEA). This is because:

  • we hold events in these countries related to our charitable purposes;

When we transfer personal information outside the EEA, we will implement appropriate and suitable safeguards to ensure that such data will be protected as required by applicable data protection law, for example, we will seek to anonymise it.

If we can't anonymise your personal information, we will take reasonable steps to ensure that your personal information is protected. To do this we use a set of standard data protection clauses, which have been approved by the European Commission. For further information as to the safeguards we implement and to obtain a copy of such information, please contact the Compliance Manager at compliance@qeprize.org.

how long will we keep your personal information

We will retain your personal information for no longer than is necessary for the purposes for which the personal information are processed. The length of time we hold on to your personal information will vary according to what that information is and the reason for which it is being processed.  Personal information which is held for the following purposes will be retained by us for six years:

  • respond to any queries or complaints you may have; and
  • to fulfil our obligations to H.M Revenue & Customs and other government bodies.

For those processing purposes not listed above, we will hold this information in accordance with our data retention policy. For further information on our policy and how long we will keep your information for, please contact the Compliance Manager at: compliance@qeprize.org.   

DATA SECURITY

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Compliance Manager at compliance@qeprize.org

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Your rights

You have certain rights with respect to your personal information.  These rights may only apply in certain circumstances and are subject to certain exemptions.  Please see the table below for a summary of your rights. You can exercise these rights using the contact details below.

Your rights

What this means

Right of access to your personal information

You have the right to receive a copy of your personal information that we hold about you, subject to certain exemptions.  

We may require further information in order to respond to your request (for instance, evidence of your identity and information to enable us to locate the specific personal information you require).

Right to rectify your personal information

You have the right to ask us to correct your personal information that we hold where it is incorrect or incomplete.

Right to erasure of your personal information

You have the right to ask that your personal information be deleted in certain circumstances.  For example:

·         where your personal information is no longer necessary in relation to the purposes for which they were collected or otherwise used;

·         if you withdraw your consent and there is no other legal ground for which we rely on for the continued use of your personal information;

·         if you object to the use of your personal information (as set out below);

·         if we have used your personal information unlawfully; or

·         if your personal information needs to be erased to comply with a legal obligation.

Right to restrict the use of your personal information

You have the right to suspend our use of your personal information in certain circumstances.  For example:

·         where you think your personal information is inaccurate and only for such period to enable us to verify the accuracy of your personal information;

·         the use of your personal information is unlawful and you oppose the erasure of your personal information and request that it is suspended instead;

·         we no longer need your personal information, but your personal information is required by you for the establishment, exercise or defence of legal claims; or

·         you have objected to the use of your personal information and we are verifying whether our grounds for the use of your personal information override your objection.

Right to data portability

You have the right to obtain your personal information in a structured, commonly used and machine-readable format and for it to be transferred to another organisation, where it is technically feasible. The right only applies:

·         to personal information which you have provided to us;

·         where the use of your personal information is based on your consent or is necessary for the performance of a contract; and

·         when the use of your personal information is carried out by automated (i.e. electronic) means.

Right to object to the use of your personal information (including to object to direct marketing, automated decision making and profiling)

You have the right to object to the use of your personal information in certain circumstances and subject to certain exemptions. For example:

·         where you have grounds relating to your particular situation and we use your personal information for our legitimate interests (or those of a third party); and

·         if you object to the use of your personal information for direct marketing purposes.

Right to withdraw consent

You have the right to withdraw your consent at any time where we rely on consent to use your personal information.

Right to complain to the relevant data protection authority

You have the right to complain to the relevant data protection authority, which is, in the case of the QEPrize, the Information Commissioner's Office (ICO), where you think we have not used your personal information in accordance with data protection law.

 

HOW TO COMPLAIN

If you think there is a problem with how your personal information is being handled, please contact us by using the details set out in the How to Contact Us section below.  You also have a right to complain to the Information Commissioner’s Office who can be contacted on 0303 123 1113. See also www.ico.org.uk.

Changes to our privacy policy

We will review this Privacy Policy regularly and we reserve the right to make any changes at any time to take account of changes in our business activities and legal requirements and the manner in which we process personal information.  

Any changes we make to this Privacy Policy in the future will be posted on our Website and, where appropriate, we will give you reasonable advance notice of any changes to you.

How to contact us

If you have any questions regarding this Privacy Policy or the way we use your personal information, you can contact the Compliance Manager via:

Email: compliance@qeprize.org

Telephone:. +44 (0) 207 766 0600

Post: Prince Philip House, 3-4 Carlton House Terrace, London, SW1Y 5DG, UK

This Privacy Policy was last updated on 24 May 2018.