Engineering Council

Personal Data

What is personal data?

Personal data is any information that can be used to identify an individual.

What personal data do we collect?
The personal data that the Engineering Council collects and processes on you is:

Name
Email
Job title
Employer name
Postal address
Car registration
Any special dietary and/or access requirements

What we use your personal data for
The personal data we collect will be used for the following purposes:

To contact you about matters relating to accreditation of engineering degree courses, and to inform you of engineering higher education related consultations and events.
To make arrangements for any accreditation visits in which you are involved.
To send you copies of our digital newsletter HE Bulletin.

What is the basis for processing your data
The processing of your personal data by the Engineering Council is conducted on the basis of legitimate interest in order to facilitate all associated processes as outlined in "What we use your personal data for".

Special or sensitive data
The Engineering Council does not collect or process special categories of personal data or sensitive data such as race, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, etc.

Sharing your data

The Engineering Council may pass your personal data to the following third parties for the following purpose(s) as part of our processing activities:

Organisation	Purpose
Universities, accommodation providers and other visit participants where you are participating in accreditation visits as a panel member, observer or member of PEI staff.	To facilitate arrangements related to accreditation visits.
Meeting venues.	To allow entry to premises and any special requirements to be catered for when attending committee meetings, working group meetings and other events.

The Engineering Council will not pass on your personal information to any other organisation.

Retention

The Engineering Council will process your personal data as follows:

Data/Documentation	Retention
Name and organisation you represent on meeting agendas, minutes and papers (including accreditation visit reports and action plans).	Indefinitely
Name and organisation you represent on completed EAB decision letters	7 years after EAB decision letter issued
EAB visit panel members email addresses	Retain until accreditation decisions made.
Other personal data pertaining to visit panel members, committee members, working group members, and event attendees (eg emails, postal addresses, dietary requirements, car registrations)	Retain until activity complete or individual no longer involved.

Your rights as a data subject
At any point while we are in possession of, or processing your personal data, you, the data subject, have the following rights:

Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you have the right to be object to the legal effects of automated processing or profiling.
Right to judicial review - in the event that the Engineering Council refuses your request under rights of access, we will provide you with the reason why. You have the right to complain.

If we receive a request from you to exercise any of the above rights we will forward them on, as appropriate, to any third party involved (as stated in "Sharing your data" above) in the processing of your personal data.

Subject Access Request
A Subject Access Request form and copy of the procedure can be requested by emailing the Engineering Council’s Data Protection Representative, dpo@engc.org.uk
Subject access requests will be forwarded on, as appropriate, to any third party involved (as stated in "Sharing your data" above) in the processing of your personal data.

Complaints
In the event that you wish to make a complaint about how your personal data is being processed by the Engineering Council (or third parties as described in "Sharing your data" above), you have the right to lodge a complaint;
• directly with the Engineering Council data protection representative; and/or
• the Information Commissioner’s Office

The details for each of these contacts are:

	Supervisory authority contact details	Data Protection Lead contact details
Contact Name:	Information Commissioner's Office	Data Protection Lead
Address line 1:	Wycliffe House	Engineering Council
Address line 2:	Water Lane	5th Floor Woolgate Exchange
Address line 3:	Wilmslow	25 Basinghall St
Address line 4:	Cheshire	London
Address line 5:	SK9 5AF	EC2V 5HA
Email:	casework@ico.org.uk	dpo@engc.org.uk
Telephone:	0303 123 1113	020 3206 0500

Data Security
All data held or processed by the Engineering Council is held in a secure server managed by the Engineering Council. For the purpose of accreditation visits and other meetings held outside Engineering Council offices, copies of personal data required to conduct these activities may be temporarily stored on encrypted laptops. Temporary files are immediately transferred to secure servers when staff return to the Engineering Council office and all temporary files are deleted.

Changes to this privacy notice
We reserve the right to update this privacy notice at any time and we will provide you with a new privacy notice when we make any substantial changes. We will also notify you in other ways from time to time about the processing of your personal data.

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