Privacy Notice

About CaSDaR

CaSDaR is a research network focused on building capacity and community around data stewardship. We produce reusable resources such as training materials, sector analyses, and community content including event videos and presentations.

Data Collection

Personal data relates to any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

The of data we hold about any individual will have been collected with consent as part of a CaSDaR activity, for example;

• Event registration
• Mailing list subscription
• Funding call applications
• Bursary Applications
• Communication with CaSDaR
• Participation in CaSDaR activities (e.g. events, focus groups, surveys, interviews, case studies)
• Metrics to understand how you use our website, and how our website performs when you use it

All personal data is collected with your consent and will be anonymised before analysis or publication wherever possible.

We may collect, use, store and transfer different kinds of personal data about any individual which we have grouped together as follows:

• Identity data – includes first name, last name, username or similar identifier, title, gender.
• Contact data -includes work related postal address, email address, telephone numbers, social media account details.
• Technical data – includes your Internet Protocol (IP) address, your activity on our website, subscription preferences and interaction with emails we send you.
• Special category data – includes information such as that relating to a disability or to dietary requirements, that you have consented to provide for a specific purpose such as attending a CaSDaR event.

We collect data through:

• Event Management Programs (e.g. Eventbrite/Ticket Tailor)
• Online forms (e.g. event sign-ups, surveys)
• Interviews, focus groups, and case studies
• Mailing list subscriptions (via JISC)

Participation in any data collection activity is entirely voluntary and subject to informed consent.

Data Access

The data we collect about you can be viewed by authorised people within the CaSDaR Team, and trusted project partners and advisors board members to:

• Allow you to access CaSDaR opportunities such as events and funding calls
• Send emails and newsletters via the Mailing List
• Send emails or other communications relating to CaSDaR activities (e.g. case studies/interviews)
• Send feedback and responses to funding applications
• Send feedback and responses to bursary applications
• Gather feedback to improve our activities
• Improve the website by monitoring how you use it e.g. pages you visit on the site and browser versions used

Data Usage

We only process your personal data when permitted by law. Our main activities are based on the lawful basis of performing a public task, such as keeping you informed about our work, managing event registrations and attendance, managing funding call applications, managing bursary applications, conducting feedback surveys, maintaining internal records, and assessing the impact of our activities and communications with you.

Data Storage

Your data is stored securely on University of Southampton servers, which sit within the UK and therefore the European Economic Area (EEA).

Data Security

The University of Southampton has implemented robust security measures to protect your personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. Access to your data is restricted to staff, contractors, and third parties who need it for legitimate university purposes. These individuals and organisations will only process your data under our instructions from the CaSDaR team and are bound by strict confidentiality obligations.

Data Retention

We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting obligations.

CaSDaR is funded by UKRI until 31^st March 2029. Therefore, your data will be retained to support all required funder reporting and any subsequent audits following the conclusion of the grant.

In some cases, we may anonymise your personal data so that it can no longer be linked to you. Once anonymised, this information may be used without further notice to you.

Our mailing list can be unsubscribed from at any time.

Contact Information

For questions regarding this Privacy Policy, data rights, or general privacy concerns, please contact University of Southampton’s Data Protection officer: data.protection@soton.ac.uk.