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The Evidence Quarter Data Privacy Notice

Introduction

The Evidence Quarter (“The EQ”, “we”, “our”) is committed to protecting the privacy and security of the personal data we collect about you (“you/your”). 

The purpose of this privacy notice is to explain what personal data we collect about you when you are an ‘EQ Member’ (within an organisation or as an individual) or non-EQ-member, when we register you on The EQ Hub, hold events, send you Newsletters, invitations and updates. When we do this, we are the data controller. 

An EQ Member is defined as an organisation or individual who has paid to be a member of The EQ and will automatically receive communications from us as part of the membership. A non-EQ-member can be defined as an individual who has attended or signed up for communications about an EQ event or other EQ relevant communications.

Please read this privacy notice carefully as it provides important information about how we handle your personal information and your rights. If you have any questions about any aspect of this privacy notice you can contact us using the information provided below or by emailing us at dpo@theevidencequarter.com.

Personal data we collect

  • Your name 
  • Your email address
  • Your job title
  • The organisation you work for

How we collect information about you

From yourself when you complete a form on the What Works Network website or third-party website such as EventBrite

From yourself when you make contact with us via email or social media platforms requesting information or to be notified about events we are holding

From yourself when we meet you at an external event and you have allowed us to capture your personal data at the external event

Purposes for which we use personal data and the legal basis

PurposeLawful Basis for Processing
To allow you to be searchable by the other EQ member organisations, within The EQ Hub platform, for the encouragement of collaboration within the context of research being conducted for the betterment of society.The lawful basis we shall be relying on is the legitimate interest of the Data Controller. Where we rely on our legitimate interests, we will always make sure that we balance these interests against your rights.
To send you Newsletters, information about events or relevant invitations and updates you have expressly requested to be notified about.
To create a checklist of attendees to our events for us to record whether you attended and to create name badges for the event.
To send you follow up surveys about events you have attended.
To identify you where you have made a data subject rights request to us such as, but not limited to, an opt-out request, a Data Subject Access Request and/or a Right to be Forgotten Request.

Sharing your data

Where we are sharing your data outside the European Union and United Kingdom we will only share it with organisations in countries benefiting from a European Commission adequacy decision (which are recognised by the UK) or on the basis of Standard Contractual Clauses approved by the European Commission or UK recognised International Data Transfer Agreements which contractually oblige the recipient to process and protect your personal data to the standard expected within the EU and the UK.

Any data shared with the below categories of recipients is the minimum necessary for the task they have been instructed to carry out on our behalf or in conjunction with us. Each category of recipient is subject to pre-approved review to ensure comparative technical and organisational measure for keeping the data secure.

  1. Other EQ Member Organisations that have offices within The EQ office location.
  2. Pre-approved online events management platform provider.
  3. Pre-approved online mass email platform provider.
  4. Pre-approved secure digital storage and email provider, provided by The EQ member organisation, What Works for Children’s Social Care.

There may be scenarios where we are subject to a legal obligation to disclose or share your personal data, such as with law enforcement agencies, regulatory bodies or public authorities in order to prevent or detect crime. We will only ever disclose your personal data to these third parties to the extent we are required to do so by law.

We may also share your personal data if we choose to sell, transfer, or merge parts of our business and/or group, or our assets in the future. Or we may seek to acquire other businesses or merge with them. During any such process, we may share your data with other parties. We will only do this if they agree to keep your data safe and private. If a change to our group happens, then other parties may use your data in the same way as set out in this notice.

How long we keep your data

We will retain your data for a minimum of one year and maximum of two years after you have not interacted or communicated with us, or when you notify us that you no longer wish to be contacted by us. We review the personal data we have collected on an annual basis to maintain accuracy of the information you have provided and to remove you where you have not interacted with us for the length of time specified above.

Where you are part of an organisation that is an EQ Member where the organisation is located in The EQ offices we shall retain your personal information for as long as the organisation is located in The EQ offices or you have left the organisation.

We retain a copy of the lists of event attendees for a minimum period of 12 months and a maximum of 24 months so we can monitor attendees. 

How we protect your data

We implement appropriate technical and organisational measures to protect data that we process from unauthorised disclosure, use, alteration or destruction. 

Your information is securely stored on a dedicated Google Workspace Drive that is managed by an EQ Member organisation, What Works for Children’s Social Care. Access is controlled by the What Works for Children’s Social Care secure access policy and limited to only relevant individuals who have received data protection training.

We will always keep these under review to make sure that the measures we have implemented remain appropriate.

Any personal data is not subject to any automated decision-making.

Your rights and options

You have the following rights in respect of your personal data:

  • You have the right of access to your personal data and can request copies of it and information about our processing of it. 
  • If the personal data we hold about you is incorrect or incomplete, you can ask us to rectify or add to it. 
  • Where we are using your personal data with your consent, you can withdraw your consent at any time. 
  • Where we are using your personal information because it is in our legitimate interests to do so, you can object to us using it this way. 
  • Where we are using your personal data for direct marketing, including profiling for direct marketing purposes, you can object to us doing so.
  • You can ask us to restrict the use of your personal data if:
    • It is not accurate,
    • It has been used unlawfully but you do not want us to delete it,
    • We do not need it any-more, but you want us to keep it for use in legal claims, or
    • if you have already asked us to stop using your data but you are waiting to receive confirmation from us as to whether we can comply with your request.
  • In some circumstances you can compel us to erase your personal data and request a machine-readable copy of your personal data to transfer to another service provider.
  • You have the right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, please contact us at dpo@whatworks-csc.org.uk

How to Complain

You can also lodge a complaint with the Information Commissioner’s Office. They can be contacted using the information provided at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://ico.org.uk/concerns/

Contact us

If you have any questions, or wish to exercise any of your rights, then you can contact:

Organisation: The Evidence Quarter

Address: Albany House, Westminster, SW1H 9EA

E-mail: info-EQ@theevidencequarter.com

Alternatively, you can email us at dpo@theevidencequarter.com 

Changes to this privacy notice

We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify you of the changes where required by applicable law to do so.

Last modified 19 October 2021.