Triangle

Privacy notice

The following explains how PRIMIS will use personal information that we collect about you that is not otherwise covered by the University of Nottingham’s central privacy notices and privacy information for website visitors.

PRIMIS may obtain personal data during the course of our business operations. In most instances, PRIMIS (University of Nottingham) is the data controller for such activities.

Here are some examples of types of data we hold:

  • your contact details
  • your employing organisation
  • details regarding your enquiry or the contract we have entered into with you

The data you provide to us will be used for the purposes of:

  • administering a contract we have entered into with you
  • providing you with information, including in response to queries regarding our programmes and/or services
  • understanding our business needs and improving services
  • providing you with further information about PRIMIS’s work
  • inviting you to PRIMIS and other events that may be of interest

Any information you provide to PRIMIS will only be used by us. Your details will not be disclosed unless we are obliged or permitted to do so by law.

In addition to the personal data we receive directly from you, we may also receive personal information from our business contacts or from others (about themselves or about other individuals) during our business operations. We will handle that information in accordance with this privacy notice. 

Training events

PRIMIS also collects data when customers register for our training events (online or by any other means), which is utilised for the smooth running of the event, such as:

  • updates or cancellation of an event
  • name badges and sign-in sheets for the event
  • your name and any dietary requirements (if supplied), to the venue hosting
  • event security (where applicable)

You may be required to engage with Eventbrite to register for some of our training events. Eventbrite is a ticketing and registration platform that enables people to create, share and register for events. For further information: www.eventbrite.co.uk

Corporate meetings

If you are involved in any of our business meetings, PRIMIS will hold your contact details to inform you of upcoming meetings and any updates you may need to know about. 

Customer Relationship Management (CRM) system

PRIMIS captures information on business-related contacts, event attendees and communication subscribers in its CRM system. The data are used internally to help the organisation understand how it can serve its stakeholders better. No data is shared with third parties.  

PRIMIS uses HubSpot CRM. HubSpot’s product infrastructure is hosted on Amazon Web Services (AWS) in the European Union. HubSpot accounts and customer data are processed and stored in that location. For further information: www.hubspot.com

Retention

Personally identifiable data that's used at a top level for the maintenance and upkeep of the website is held in your browser in the form of cookies, which you have control over. You may delete them at any time.

Data collected through emails, contact forms, feedback, queries, and contracts will be held for a variable amount of time depending on exactly what it's being used for, in line with the University of Nottingham’s retention policy. Any variance to the retention policy will be communicated to you at the point of data collection.

Accessing information PRIMIS holds about you

At any time you can inform PRIMIS of a request for a copy of the data we hold about you, make any changes you would like to make in line with your rights or you can “opt out” of communications from PRIMIS. Please email us at ms-primis-enquiries@exmail.nottingham.ac.uk in regard any of these matters.

Personal data collected from other sources

We may collect personal data from other third parties who act as data controllers, such as GP Practices. Where we are a data processor of that personal data, we will only use the personal data in accordance with the instructions of the data controller. Our contracts with such third parties require that they are legally able to provide the personal data to us.

How to make a complaint

If you wish to make a complaint, you may contact PRIMIS at ms-primis-enquiries@exmail.nottingham.ac.uk or contact the University of Nottingham’s Data Protection Officer. If you are not satisfied with the organisation’s response or believe it is not processing your personal data in accordance with the law, you can also complain directly to the ICO at ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to this privacy notice

PRIMIS regularly reviews its privacy notice. Any updates to the notice will be clearly marked on the PRIMIS website. The last update to this privacy notice was 28th February 2022.