This privacy policy sets out how Unit DX Ltd (trading as Science Creates Incubators), Science Creates staff (employed by Science Creates Services Ltd), Science Creates Outreach, Science Creates Ventures LLP (trading as SCVC), AND SCVC staff (employed by Science Creates Ventures LLP) use and protect any information that we collect about you (collectively known throughout as “We”).
We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement.
We may change this policy from time to time by updating this page. You should check this page occasionally to ensure that you are happy with any changes.
What data we collect
We may collect the following information:
- Name and job title
- Work email address
- Work postal address
- Work phone number
- Email exchanges between you and Science Creates Services Ltd staff
- Job role and personal interests
- Notes from meetings and phone calls
- Engagement with our marketing content
- Photographs from Science Creates events
How we collect the data
We collect your information from the following sources:
- Email exchanges between you and Science Creates Services Ltd staff
- Your online business, research or professional profile
- Referral
- Market research tools such as surveys
- Analytics reports
- Phone calls
- Through face-to-face meetings
- Via you subscribing to our mailing list
- Events attendance
Our lawful basis for processing your data
We have set out a lawful basis for processing data in our Record of Processing Activities (ROPA). The ROPA guides how we process data.
Typically we rely on one of the following basis: Consent, Legitimate Interests, Contract and Legal.
We rely on consent for activities such as cookie management and direct marketing when a legitimate interest does not apply.
We rely on legitimate interests to build relationships with our clients and to provide our services.
We rely on contract when we have entered into or are negotiating a contract with a new or existing client to provide them with services on an ongoing basis.
We rely on legal to ensure we comply with the law, for example by sharing employee data with HMRC.
Where we securely store the data
We are committed to ensuring that the information we collect about you is secure. In order to prevent unauthorised access or disclosure, we only store your personal data on secure systems.
Like most companies, Science Creates utilises 3rd parties to provide services to our customers and to store data.
These 3rd parties will be based in the UK, EEA and in some cases outside of both the UK and EEA.
Science Creates conducts thorough reviews of all its 3rd parties, including implementing data processing agreements, where possible, to ensure that every possible safeguard is in place and that the data is secure. Should there be a possibility that data could be exposed to a high level of risk, a Data Protection Impact Assessment will be completed and will be available upon request.
Where data is transferred outside of the UK, and the EEA Science Creates has taken steps to ensure that your data is transferred under a lawful condition or safeguard as described in the GDPR.
If you would like to see a full list of processors who Science Creates shares your data with please contact info@sciencecreates.co.uk.
What we do with the data
We will use your information for the following reasons:
- Internal record keeping
- To improve our service
- To facilitate market research
- To send our monthly e-newsletter. These will only be sent where prior consent has been given.
How long we keep the data
We will keep your information as long as is necessary for the purpose of processing by the means described above and will be securely disposed of thereafter.
Your choices
You can choose not to provide us with personal data. If you choose to do this, you can continue to use the Science Creates website and browse its pages, but we will not be able to continue a relationship without personal data.
You can block cookies by activating a setting on our cookie banner, allowing you to refuse cookies. You can also delete cookies through your browser settings. If you turn off cookies, you can continue to use the Science Creates website and browse its pages. See the cookie section below for further detail.
You can opt-out of marketing by clicking the unsubscribe option in any marketing communications.
Your rights
You can exercise your rights by sending an email to info@sciencecreates.co.uk
You have the right to access the information we hold about you. This includes the right to ask us supplementary information about:
- the categories of data we’re processing
- the purposes of data processing
- the types of third parties to whom the data may be disclosed
- how long the data will be stored (or the criteria used to determine that period)
- your other rights regarding our use of your data
We will provide you with the information within one month of your request unless doing so would adversely affect the rights and freedoms of others (e.g. another person’s confidentiality or intellectual property rights). We’ll tell you if we can’t meet your request for that reason.
You have the right to make us correct any inaccurate personal data about you.
You can object to us using your data for profiling or making automated decisions about you.
We will use your data to determine whether we should let you know information relevant to you (for example, tailoring emails or social media advertising to you based on your behaviour).
You have the right to port your data to another service. We will give you a copy of your data in CSV format so that you can provide it to another service.
If you ask us, and it is technically possible, we will directly transfer the data to the other service for you. We will not do so to the extent that this involves disclosing data about any other individual.
You have the right to be ‘forgotten’ by us. You can do this by asking us to erase any personal data we hold about you if it is no longer necessary for us to store the data for purposes of your relationship with Science Creates or any other law.
You have the right to complain about our use of your data; please tell us first so we have a chance to address your concerns. If we fail in this, you can address any complaint to the UK Information Commissioner’s Office, either by calling their helpline or as directed on their website at www.ico.org.uk.
We aim to respond to all data subject requests, including requests for access, rectification, or deletion of personal data, within one month. If the request is particularly complex or numerous, we may extend this period by an additional two months. In such cases, we will inform you of the delay and provide reasons.
Or, if you are outside of the UK, you can make a complaint to your local supervisory authority. Details can be found by following this link:
https://globalprivacyassembly.org/participation-in-the-assembly/members-online/
These rights apply to all the data categories listed in the ‘Data we collect and how we collect it’ section.
Security
We do everything we can to ensure the security of your data.
In today’s data-driven and connected world, the security of your data is more critical than ever. We recognise this and have implemented security to keep your data safe.
All staff are bound by confidentiality and will never disclose or share your data unless authorised to do so.
Science Creates data protection role
Science Creates is a controller in relation to data we collect online. There are instances where Science Creates is a processor, for example, where we process data for a client. As a controller and as a processor, we use 3rd parties to process data.
Marketing
We would love to keep in touch with you. When you provide us with your details or where we have collected your data lawfully, we will send you marketing emails to keep in touch and keep you updated on our products and services. We may also display customised advertising when you log in to your social media profiles.
These messages will be Science Creates specific; we do not sell your data or share it with other companies for advertising purposes; your data is used only to promote Science Creates.
Our marketing messages are sent via a specialist marketing tool. You can opt-out of marketing at any time by clicking the unsubscribe link in your emails or by contacting us directly.
There will be occasions when we send administrative messages. These messages are not deemed marketing and cannot be opted out of.
Marketing and administration emails you receive from us contain a tracking pixel. This pixel lets us know things such as our email campaigns' open rates and click rates. The pixel also lets us know if an email has not been delivered to update our records and keep them current.
When we analyse the data, we do so from an aggregated perspective, meaning that we report upon an overall number of open rates and click rates.
Payment processing
Science Creates does not collect your payment details online or process them in any way.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used on our website. We use Google Analytics to identify which pages are being used. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. Google will store this information. Google’s privacy policy is available at www.google.com/privacypolicy.html.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. You can also opt out of the Google Analytics Advertising Features used by using this plugin.
When you apply for a job advertised on our website
To apply for a job advertised on our website, you will be directed to an online applicant tracking system hosted by Hireful ltd. You are required to give your contact information e.g. full name, address, email address, telephone number, CV, etc. Any information you send us for the purpose of a job application will be used for that purpose only and will be treated by us as confidential. We will retain this data for 12 months. Likewise, when submitting interest for a work placement with Science Creates Outreach, your information will only be used for that purpose only and will be retained for a maximum period of 12 months.
Controlling your personal data
Your personal information will only be processed by Science Creates Services Ltd staff. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
You may request details of personal information which we hold about you under the UK/EU/EEA General Data Protection Regulation (GDPR) 2018. If you would like a copy of the information held on you, please email info@sciencecreates.co.uk.
If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible at the above address. We will promptly correct any information found to be incorrect. You also have the right to request that we remove/delete any information that we hold on you. Removal/deletion of your personal data will be performed promptly on this request.
Furthermore, if you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office at https://ico.org.uk.
Breaches
Should a breach of your data occur that is likely to result in harm to the rights and freedoms of you as an individual or group of individuals, we will notify you within 72 hours along with the ICO, where applicable.
Additional information
Science Creates has committed resources to manage our compliance with all applicable Data Protection laws.
A Record of Processing Activities (ROPA), in which the lawful basis for processing all of our data is maintained. Wherever Legitimate Interests is relied upon, an impact assessment has been created, available upon demand to those whose data is included.
As Science Creates does not process the data of EU Residents/Citizens we are not required to appoint a European representative to comply with Article 27 of the GDPR.
This notice was created on the 27th November 2024 and is due for review no less than one calendar year from this date.
If you have any questions about this policy, please contact us at info@sciencecreates.co.uk
