PRinOL data protection

Find out about how we collect and manage your data

Who are PRinOL?

Peninsula Research in Outdoor Learning (PRinOL) is an Institute for Outdoor Learning: Practitioner Researcher Regional Hub, that supports and encourages research and evaluation by outdoor practitioners and provider organisations. We collect and process data in line with the aims of the organisation to

support practitioners to develop evaluation and research skills and projects
support practitioners and providers in finding partnerships with researchers
share knowledge of existing research
identify research and evaluation priorities at local and wider levels.

The University is registered as a data controller with the Information Commissioner’s Office under registration number Z7546246 and its Data Protection Officer can be contacted at dpo@plymouth.ac.uk

The Data Protection contacts for Peninsula Research in Outdoor Learning (PRinOL) and day to day data queries are Alun Morgan and Rowena Passy. They can be contacted here: prinol@plymouth.ac.uk

Why do you collect my data?

The University will collect your data to support networking and exchange of information through the Peninsula Research in Outdoor Learning network for the following purposes:

providing operational information about PRinOL
promoting the network and opportunities offered through PRinOL
to support practitioners to develop outdoor learning projects and skills development opportunities
to support practitioners and providers to network and find partnerships with researchers
to provide communication and information
to enable us to share with you knowledge of existing research
monitoring equal opportunities.

How do you collect data about me?

The University will only collect the information you provided directly to us via e-mail request to join the PRinOL membership and any related correspondence.

This may be updated from information you provide to us through various other sources, for example, you may update us or other University staff by email or provide us with information by attending an event. We continuously review records of PRinOL membership to ensure your data is as accurate as possible and ask you to check this annually.

What data do you collect?

From the information you consent to offer us we will collect and maintain records of summary data about you including: name, e-mail, geographical location, name of organisation (if relevant) and area of interest.

That may be supplemented by information you provide to us through other related sources; we may hold information about your attendance at events for example.

We will not collect or store any ‘sensitive’ information unless provided by you for a specific purpose such as disability status for event management.

Any data you provide will be stored securely on our PRinOL database. It will be treated confidentially and in accord with current data protection legislation.

We consider our relationship with you to be ongoing so we will continue to use your data to contact you unless we hear from you. We ask that you annually check your data held on the members’ profiles and research interests pages of the website.

What will you do with my data?

We use your personal information for the following:

to provide operational information about PRinOL
to invite you to get involved in PRinOL and related University activities promoting the network
to support practitioners to develop outdoor learning projects and skills development opportunities
to support practitioners and providers to network and find partnerships with researchers
to provide communication and information
to enable us to share with you knowledge of existing research
to monitor for equal opportunities purposes
to work with you to maintain the accuracy of the data we hold and share.

What is the lawful basis for processing personal data?

The University must have a lawful basis in order to process personal data. For the purposes above these have been identified as follows:

Consent: the individual has given clear consent to process their personal data for a specific purpose, being consent to joining the network and receiving the newsletter and separately consenting to be added to the website.

The University may also use your data, typically in an emergency, where this is necessary to protect your vital interests, or someone else’s vital interests. In a small number of cases where other lawful bases do not apply, we will process your data on the basis of your consent.

Additionally should the University/PRinOL need to collect any special category data, for example, reasonable adjustments for the facilitation of event access, this will be based on the following:

Your explicit consent.

If consent is required for any additional uses of your personal information, including your image and more sensitive personal information we will collect it at the appropriate time and explain this to you. Where the University is processing your data on the basis of your consent, you can withdraw your consent at any time by e-mailing prinol@plymouth.ac.uk

Will my data be shared?

Where there is a legitimate need or statutory obligations the University will disclose necessary personal data to third parties. Depending on individual circumstances these may include the following:

other PRinOL members

On occasion, the above types of sharing may involve the transfer of your personal information outside the European Economic Area. Such transfers are carried out with appropriate safeguards in place to ensure the confidentiality and security of your personal information.

Email communications

We will email you about benefits and services, events which you may be interested in and to share University news. We may ask for your feedback on developments at the University or ask you to take part in research which we are undertaking. If at any point you would like to stop receiving emails from PRinOL or the University please email prinol@plymouth.ac.uk.

How long do you hold my data?

Details of how long your personal data will be retained are available in the Records Retention Schedule. For data of this nature it will be retained as long as the network exists but you will be requested to check and update your details annually.

Data will be securely held on a password protected database.

Who do you share my data with?

Where there is a legitimate reason or statutory obligation the University will disclose necessary personal data to third parties. Depending on individual circumstances these may include the following:

sharing data with consent to other PRinOL members

What rights do I have?

As a data subject you have a number of rights in relation to your personal data. You can:

Access and obtain a copy of your data on request.
Require the University to amend incorrect or incomplete data.
Require the University to stop processing your data, for example where the data is no longer necessary for the purposes of processing.
Object to the processing of your data where the University is relying on its legitimate interests as the legal ground for processing.
Require us to erase your personal data.
Require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal).

If you wish to exercise any of these rights or if you have a complaint about the way you believe your data is being processed, in the first instance, please email: dpo@plymouth.ac.uk.

If you have a complaint and you remain dissatisfied with how your complaint has been dealt with you can take your complaint to the Information Commissioner’s Office (ICO) for a review. They can be contacted at casework@ico.org.uk.

Changes to this Notice

This privacy notice is reviewed annually or when required to ensure compliance with data protection legislation. If significant changes are made to this notice and the way we treat your personal information we will make this clear and may seek to communicate this directly to you.