Privacy Policy

PhenomUK (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and safeguard your information when you use our website or services.

Data Controller: PhenomUK Coordination Office Computer Science Department, Jubilee Campus University of Nottingham, NG8 1BB, United Kingdom 🌐 www.phenomuk.org 📧 enquiries@phenomuk.org

What data we collect

We may collect the following types of personal data:

  • Contact details: name, email, organisation
  • Professional information: role, experience, applications (e.g. funding calls, panels, memberships)
  • Communications: emails, enquiries, feedback
  • Event data: registrations, participation details
  • Technical data: IP address, browser type, website usage (via cookies)
  • Optional sensitive data: (e.g. gender, ethnicity) for equality monitoring, where applicable
  • Media: meeting recordings (where notified) and event photography

How we use your data

We use your personal data to:

  • Provide requested information and services
  • Manage applications, memberships, and funding calls
  • Organise events, training, and conferences
  • Communicate updates, newsletters, and opportunities
  • Improve website functionality and user experience
  • Maintain records and comply with legal obligations

We do not sell your personal data.

Legal Basis

We process your data based on:

  • Your consent (e.g. newsletters)
  • Contractual necessity (e.g. event registration, applications)
  • Legal obligations (e.g. financial records)
  • Our legitimate interests (e.g. service improvement, administration)

Cookies

We use cookies and analytics tools (e.g. Google Analytics) to improve our website.
You can manage or disable cookies through your browser settings. Please note that some website features may not function properly without them.

Sharing your data

We may share your data with:

  • PhenomUK staff and authorised partners
  • Reviewers and selection panels (for applications)
  • Service providers (e.g. IT, event platforms)
  • Legal or regulatory authorities where required
  • Where data is transferred outside the UK or EEA, appropriate safeguards are applied.

Data storage & retention

We keep your data only as long as necessary:

  • Mailing list: until you unsubscribe
  • Applications: up to 6 months (unsuccessful) or up to 10 years (successful/contractual)
  • Financial records: up to 10 years
  • Meeting recordings: deleted after minutes are finalised
  • Images: retained while relevant for organisational use

Your rights

You have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent at any time

To exercise your rights, contact: 📧 enquiries@phenomuk.org

We will respond within one month.

For more information about your rights, visit the UK Information Commissioner’s Office (ICO): 👉 https://ico.org.uk/for-the-public
You also have the right to lodge a complaint with the ICO: 👉 https://ico.org.uk/make-a-complaint

Communications

We may contact you regarding services, events, and updates. You can unsubscribe from marketing communications at any time using the link in emails or by contacting us.

Photography & filming

Photography and filming may take place at PhenomUK events for documentation and promotional purposes.

  • General event images are based on legitimate interests
  • Specific identifiable recordings may require your consent
  • You can opt out by informing organisers or avoiding camera areas

Updates

We may update this policy from time to time. Changes will be published on this page.

Cookies

We use cookies and similar technologies to improve your experience on our website.

What are cookies? Cookies are small text files placed on your device when you visit a website. They help the site function properly and provide information about how it is used.

Types of cookies we use:

  • Strictly necessary cookies Required for the operation of our website. These cannot be disabled.
  • Analytics cookies Used to collect information about how visitors use our website (e.g. pages visited, time spent). This helps us improve our website and services. We may use tools such as Google Analytics for this purpose.

Consent

We will only set non-essential cookies (such as analytics cookies) if you provide your consent via our cookie banner. You can withdraw or change your consent at any time using the cookie settings on our website.

Managing cookies

You can also control cookies through your browser settings. However, disabling some cookies may affect the functionality of the website.

Contact

If you have any questions about this Privacy Policy or your data:
🌐 www.phenomuk.org 📧 enquiries@phenomuk.org