Personal information charter

This notice sets out how and why we will use your personal data, and your rights, if you’re in contact with the Government Office for Technology Transfer.

This notice is made under Articles 13 and / or 14 of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Your data

We will process the following personal data:

  • names and contact details of relevant contacts within your organisation

This will include:

  • full name
  • position in company
  • email address
  • phone number
  • unnamed self-declared diversity data on participants in the Government Office for Technology Transfer programmes, including secondees from external organisations

We will process the following additional data:

  • name of organisation
  • other organisational characteristics to assist the Government Office for Technology Transfer with its work
  • record of interactions between the Government Office for Technology Transfer and your organisation

We will link data such as names and professional email addresses between these and other sources to inform our ongoing programme of work and to facilitate effective monitoring, evaluation, and programme development.

Purpose

The purpose for which we are processing your personal data is:

  • to manage funding applications
  • to monitor and evaluate the Government Office for Technology Transfer programme
  • to facilitate communication with participant organisations
  • to provide support and guidance on knowledge asset opportunities
  • to monitor and evaluate the equalities impact of the programme
  • to identify areas where support can be provided by Partner Organisations
  • to support your participation at meetings and workshops

The legal basis for processing your personal data is:

  • public task: processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller, such as the exercise of a function of the Crown, a Minister of the Crown, or a government department; the exercise of a function conferred on a person by an enactment; the exercise of a function of either House of Parliament; or the administration of justice. Collecting the data will allow us to work effectively with participant organisations and enable monitoring and evaluation of impacts of our work

The legal basis for processing your special category data is:

  • processing is of a specific category of personal data and it is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified (in paragraph 8(2) of Part 2 of Schedule 1 to the Data Protection Act 2018) in relation to that category with a view to enabling such equality to be promoted or maintained; and it is not carried out for the purposes of measures or decisions with respect to a particular data subject; and you have not declined consent; and you have not given notice that you do not wish your data to be processed for these purposes; and the processing is not likely to cause substantial damage or substantial distress to an individual; and an appropriate policy document is in place. Self-declared data on the characteristics of racial or ethnic origin of the innovation teams making applications to the grant fund will be collected via a voluntary questionnaire.

Note: Special category data (often known as sensitive personal data) is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

Recipients

Your personal data will not be shared outside of BEIS without your express permission. We may share your data if we are required to do so by law, for example by court order or to prevent fraud or other crime.

As your personal data will be stored on our IT infrastructure it will also be shared with our data processors, currently Microsoft and Amazon Web Services. We do not allow our data processors to use or share this data for their own purposes.

Retention

General contact information, organisational details and records of transactions will be retained throughout the working relationship. Following the end of a working relationship, the data will be deleted after a maximum of 7 years.

Grant fund applications will be kept for a period of 4 years following the date of panel assessment to allow for monitoring and evaluation of the funds, including to inform future design.

Aggregated data on innovation projects will be retained indefinitely to allow for ongoing monitoring and evaluation.

Your rights

You have the right to:

  • request information about how your personal data is processed, and to request a copy of that personal data
  • request that any inaccuracies in your personal data are rectified without delay
  • request that any incomplete personal data is completed, including by means of a supplementary statement
  • request that your personal data is erased if there is no longer a justification for them to be processed
  • in certain circumstances (for example, where accuracy is contested), request that the processing of your personal data is restricted
  • object to the processing of your personal data where it is processed for direct marketing purposes
  • object to the processing of your personal data

International transfers

As your personal data is stored on our IT infrastructure and shared with our data processors Microsoft and Amazon Web Services, it may be transferred and stored securely in the UK and European Economic Area. Where your personal data is stored outside the UK and EEA it will be subject to equivalent legal protection through the use of Model Contract Clauses.

Complaints

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an UK independent regulator. The Information Commissioner can be contacted at:

Information Commissioner's Office

Email icocasework@ico.org.uk

Contact form https://ico.org.uk/glo...

Telephone 0303 123 1113

Textphone 01625 545 860

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

Contact details

The data controller for your personal data is the Department for Business, Energy & Industrial Strategy (BEIS).

You can contact the BEIS Data Protection Officer at:

Contact the DPO:

BEIS Data Protection Officer
Department for Business, Energy and Industrial Strategy
1 Victoria Street
London
SW1H 0ET

Changes to this policy

We may change this privacy policy. In that case, the ‘last updated’ date at the bottom of this page will also change. Any changes to this privacy policy will apply to you and your data immediately.

If these changes affect how your personal data is processed, we will take reasonable steps to let you know.

Last updated: 8 June 2022.

Contents