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University contacts privacy notice

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:

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

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.


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:

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 Lead,
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.

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 Lead; and/or
• the Information Commissioner’s Office

The details for each of these contacts are:

Supervisory authority contact details Data protection representative contact details
Information Commissioner's Office
Wycliffe House
Water Lane
Data Protection Representative
Engineering Council
10 Lower Thames Street
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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