Website visitors
We collect personal information about visitors to our website, www.crick.ac.uk, if they fill out a form on our website, participate in a survey or register for an event.
Our website places cookies (text files) on your computer which can identify your browser and automatically collect information about how you use our website.
We use the information provided by cookies to determine the number of people visiting our site. It also helps us to better understand how people find and use our website. With this information we can continually improve our website and service.
Please remember that if you use a link to go from our website to another website or if you request a service from a third party this Privacy Notice will no longer apply once you have left this website. Your browsing and interaction on any other website is subject to that website’s own rules and policies.
Our cookies store the following data:
- time of visit, pages visited, and time spent on each page of the website
- interactions with site-specific widgets
- referring site details (such as the URL a user came through to arrive at the website)
- type of web browser
- type of operating system (OS)
- flash version, JavaScript support, screen resolution, and screen colour processing ability
- network location and IP address
- document downloads
- clicks on links leading to external websites
- errors when users fill out forms
- clicks on videos
- 'scroll depth' (how far you scroll up or down on a page).
You will generally have to provide consent for cookies to be placed on your computer and for the use and storage of personal information relating to you provided by the cookies. You can withdraw your consent at any time by updating your cookie settings. In circumstances where consent is not needed for cookies to be placed on your computer (for example, where a cookie is needed for the operation of our website or for the provision of a service to you), the use and storage of any personal information provided by the cookies will be based on legitimate interests. The legitimate interests we are pursuing are the operation of our website and promotion of our research and activities.
Email subscribers
When you subscribe to emails from us, we will ask for your:
- name
- email address
- content preferences so we can tailor messages better to your interests.
We will collect this information when you subscribe to our mailing lists. By subscribing to our mailing lists you will be automatically subscribed to receive email updates. Our use and storage of your personal information for email marketing is based on your consent. This means that you will only receive emails and information that you have asked to receive. You can withdraw your consent or change your email marketing preferences at any time, by following the 'unsubscribe' link on any of our emails or contacting us at info@crick.ac.uk.
If you unsubscribe from our emails or withdraw your consent for us to contact you, we will store your information for a period of two years to ensure that you no longer receive emails from us.
Recruitment
When you apply for a position at the Crick we will collect recruitment information such as your CV, notes of interviews, decisions to offer employment, background information, security screening (and re-screening where necessary) and third party references, and the results of your criminal records check if applicable.
Work experience
When you apply for a work experience placement at the Crick, we will collect information such as name, email address, address, date of birth, diversity information, education information and teachers' references.
Event attendees
When you register to attend one of our events (including via our third party provider, Eventbrite), we will ask for your:
- name
- email address
- other relevant information as determined on an event-by-event basis, for example job title or work-related email address.
We will collect this information when you enrol to attend an event. Our use and storage of personal information is based on consent. We use personal information solely for the purposes of administering the event. We may need to share personal information with third party organisations where it is necessary to administer the event (for example, with an external venue).
We often take photographs at our events and those photos may be used on our website, social media, in our newsletters or other internal or external communications. Our use of photos in which you are clearly identifiable is based on your consent. If you are featured in a photo you will be asked to sign a consent form at the event. We will let attendees know if a photographer is present and you may appear in a general or crowd shot without us obtaining explicit consent. If you attend an event with a photographer and you don’t wish to be photographed, please speak to a member of Crick staff and we'll give you a sticker to wear - this lets the photographer know.
We may record your image on CCTV if you visit our institute. We use CCTV to protect our employees and our property.
Event attendees and NHS Test and Trace
If you are visiting our events space we will collect and keep a limited record of your information, so that we can support the NHS Test and Trace service and help prevent the spread of COVID-19. The Government has asked organisations to do this in order to keep our visitors and staff safe.
We may require you to pre-register to attend the event (including via our third party provider, EventBrite) or to complete a form on arrival. You can also check in by scanning the NHS QR code poster via your NHS COVID-19 app.
The following information will be collected:
- name
- contact phone number
- email address
- date of visit
- time of visit
The Crick as the data controller for the collection of your personal data, will be responsible for compliance with data protection legislation for the period of time we hold the information. If that information is requested by the NHS Test and Trace service (which is part of the Department for Health and Social Care), the service would at this point be responsible for compliance with data protection legislation for that period of time. NHS Test and Trace as part of safeguarding your personal data, has in place technical, organisational and administrative security measures to protect your personal information that it receives from the Crick, that it holds from loss, misuse, and unauthorised access, disclosure, alteration and destruction.
NHS Test and Trace, as part of its guidance, has recommended that we retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period. We will only share information with NHS Test and Trace if it is specifically requested by them. For example, if other visitors at the events space subsequently tested positive, NHS Test and Trace can request the log of visitor and staff details on a particular day.
Under Government guidance, the information we collect may include information which we would not ordinarily collect from you and which we therefore collect only for the purpose of contact tracing. Information of this type will not be used for other purposes, and NHS Test and Trace will not disclose this information to any third party unless required to do so by law (for example, as a result of receiving a court order). In addition, where the information is only collected for the purpose of contact tracing it will be destroyed by us 21 days after the date of your visit.
However, the Government guidance may also cover information that we would usually collect and hold onto as part of our ordinary dealings with you (perhaps, for example, your name and phone number). Where this is the case, this information only will continue to be held after 21 days and we will use it as we usually would, unless and until you tell us not to.
Your information will always be stored and used in compliance with the relevant data protection legislation. The use of your information is covered by the UK General Data Protection Regulations Article 6 (1) (f) – legitimate interests of the Crick. The legitimate interest in this case is the interest of the Crick in co-operating with NHS Test and Trace in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.
Collection of information from or about children under the age of 18 requires the consent of their parent or guardian.