Privacy policy
This privacy notice explains how People in Health West of England (PHWE) collects, manages, and uses your personal data. ‘Personal data’ means any information relating to an identified or identifiable natural person (the data subject).
This privacy notice adheres to the General Data Protection Regulation (GDPR) principle of transparency. This means it gives information about:
- How and why your data will be used;
- What your rights are under GDPR; and
- How to contact PHWE in relation to questions, concerns or exercising your rights regarding the use of your personal data.
As a data controller we are committed to protecting the privacy and security of your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (or any successor legislation) and any other legislation directly relating to privacy laws that apply (together “the Data Protection Legislation”). General information on Data Protection law is available from the Information Commissioner’s Office.
Processing your personal data
Why are we processing your personal data?
As you use this website or other digital services, you may be asked to provide personal information by entering it on an online form and submitting it to PHWE by clicking a button or link (this includes mailing list or feedback forms).
How do we use your personal data?
We will only process your personal data when the law allows us to. Our lawful basis for using your personal data includes:
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Where you have freely given your informed consent for your information to be processed for specified purposes (for example, joining the mailing list, or registering for an event). If you wish to withdraw consent at any time, please contact us at phwe-enquiries@bristol.ac.uk.
- We will use the details we collect to keep you informed about relevant patient and public involvement activities, including resources, events, PPI opportunities, and funding opportunities
- We will contact you about our events you have signed up to including calendar invitations, confirmation of a place, reminders, and to keep you updated on your place on any waiting lists
- When it is necessary to carry out tasks in the public interest (for example the provision of research).
- In pursuance of our legitimate interests where those interests do not override your individual rights and freedoms (for example maintaining the security of our digital services).
You can find out more information about lawful bases on the Information Commissioner’s Office website.
We will always tell you about the information we wish to collect from you and how we will use it. We will not use your personal data for automated decision making about you or for profiling purposes.
What data do we collect?
As you use this website or other digital services, you may be asked to provide personal information when completing one of our online forms or third-party registration forms and submitting it to PHWE by clicking a button or link.
Typically, we collect this information when you ask to be added to the mailing list or register to take part in one of our events, such as the Learning and Development Programme, a Community Gathering, or a conference.
Data we collect includes: your name; email address; position; school/unit you are based in (if relevant); the institution you are based at (if relevant); equity, diversity and inclusion data (gender, ethnicity, sexual orientation, age, disability); and the first half of your postcode.
When you access our website certain information you provide will automatically be recorded by PHWE through the use of cookies. Please refer to our cookies policy for further information regarding our use of cookies.
Information collected through cookies and session recordings is stored and used for aggregated and statistical reporting with the purpose of improving our services.
Information collected will include your IP address, browser type, and information relating to the page(s) you visited such as mouse events, key presses and text typed on web forms.
Why do we collect equity, diversity and inclusion data?
PHWE collects Equity, Diversity and Inclusion (EDI) data to ensure that our work, partnerships and programmes are equitable, inclusive and representative of the diverse communities we serve. Gathering this information enables us to better understand who is engaging with our activities, identify any barriers to participation, and take informed action to address inequalities.
Collecting EDI data supports our commitment to fairness and accountability by helping us monitor access, participation and outcomes across different groups. It allows us to evaluate whether our processes and opportunities are inclusive and to make evidence-based improvements where needed. This is particularly important in health and research contexts, where addressing disparities is essential to improving outcomes and reducing inequalities.
All EDI data is collected, stored and used in line with data protection regulations and is handled sensitively and confidentially. Where possible, data is anonymised and used only for monitoring, evaluation and service improvement purposes.
By collecting EDI data, PHWE is better equipped to foster an inclusive environment, promote equal opportunities and ensure that our work benefits a broad and diverse population.
Who we share your data with
Service providers
We will share personal information with third party organisations (such as software providers like Eventbrite, Microsoft 365, JiscMail), who provide services such as event booking, online forms and mailing lists. Where this is the case, we will always ensure appropriate security and contractual data processing agreements are in place.
First-party data usage
Where you have provided your consent to receive updates and opportunities from PHWE, we use first-party data, which includes data you provide directly to us when, for example, completing an online form. This first-party data allows us to measure effectiveness of our network in reaching under-served and global communities.
Law enforcement purposes
We may disclose your personal information if required by law for example to comply with a court order.
Digital activity
Social media
PHWE maintains a presence on a number of social media platforms. When entering your personal information on these channels you understand and acknowledge that your data will also be subject to the privacy bodies of the third-party providers as well as this Privacy Policy.
PHWE email privacy
PHWE sends emails through Microsoft 365 and via a third-party mailing list platform, JiscMail. We do not send unsolicited email. If you appear to have received unsolicited emails from us, please use the unsubscribe link on the email or contact us and we will remove you from our lists.
Keeping your data secure
How do we keep your data secure?
We take a robust approach to protecting your information with secure electronic and physical storage areas for data with controlled access. Access to your personal data is strictly controlled on a need-to-know basis and data is stored and transmitted securely using methods such as encryption and access controls for physical records where appropriate.
Alongside these technical measures there are comprehensive and effective policies and processes in place to ensure that those who process your personal information are aware of their obligations and responsibilities for the data they have access to.
By default, people are only granted access to the information they require to perform their duties. Mandatory data protection and information security training is provided to staff and expert advice available if needed.
How long do we keep your data for?
We will only retain your personal data for as long as we need it to carry out the purposes in this notice.
For further information on Records Retention Schedules contact use on phwe-enquiries@bristol.ac.uk.
- We will keep your contact details on our mailing list until you unsubscribe
- We will keep event registration details on file for tracking progress and reporting, including to our partners
Your rights and how to exercise them
Under the Data Protection legislation, you have the following qualified rights:
- The right to access your personal data held by or on behalf of PHWE
- The right to rectification if the information is inaccurate or incomplete
- The right to restrict processing and/or erasure of your personal data
- The right to data portability
- The right to object to processing
- The right to object to automated decision making and profiling
- The right to complain to the Information Commissioner’s Office (ICO)
To protect your privacy and the privacy of others, we will verify your identity before giving effect to your rights. To exercise any of your rights please contact phwe-enquiries@bristol.ac.uk.
Contact us
We will always respond to concerns or queries you may have. If you wish to exercise your rights or have any other general data protection queries, please contact PHWE at phwe-enquiries@bristol.ac.uk.