Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
This privacy notice tells you how the Ideas and Knowledge Exchange Network (iKEN) will collect and use your personal data. iKEN is committed to protecting your personal information and being transparent about what information we hold about you. Using personal information allows us to develop a better understanding of our visitors and in turn to provide you with relevant and timely information about the iKEN platform.
The purpose of this policy is to give you a clear explanation about how we [and our subsidiaries] collect and use the information we collect from you directly and from third parties.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
- What information we may collect about you
- How we may use that information
- In what situations we may disclose your details to third parties
- Information about how we keep your personal information secure, how we maintain it for and your rights to be able to access it.
WHO ARE WE?
iKEN is a spin-out programme from the European Commission’s annual European Capital of Innovation (iCapital) competition which rewards cities who have built the most inclusive and dynamic innovation ecosystems, for the benefit of citizens and businesses.
iKEN connects Europe’s leading cities of innovation (all winners or shortlisted cities in the European Capital of Innovation competition) to researchers, innovators, entrepreneurs, policy-makers and investors world-wide to develop fresh ideas, share best practice and unlock the power of co-creation to transform innovation policy and practice around the world.
The iKEN platform is administered by Glasgow City of Science and Innovation and Glasgow City Council.
iKEN is also supported by the European Commission, Scotland Europa and the shortlisted cities and title-holders of the European Capital of Innovation competition.
Glasgow City of Science and Innovation (GCOSI) is a project fully managed and hosted by Glasgow Science Centre. GCOSI is a partner network and facilitation agency for the Glasgow city region that aims to unlock innovation potential and support inclusive growth by driving ecosystem collaboration, showcasing Glasgow and the West of Scotland’s distinctive science and innovation offer to the world and by strengthening local and international city-to-city and stakeholder relations and co-operation. To deliver on this aim; GCOSI leads on a range of high profile innovation partnership programmes, including national innovation summit Venturefest Scotland.
YOUR RIGHT TO ACCESS YOUR PERSONAL DATA
iKEN can, at your request, confirm what information we hold about you, how it is processed and how long it is stored. You also have the right to have any inaccuracies corrected or erased if you object to any processing. Any ‘data subject access request’ will be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you. Please download our Data Subject Access Request form here.
WHY DOES iKEN NEED TO COLLECT AND STORE PERSONAL DATA?
In order for us to keep iKEN users actively engaged in and connected in the network; we need to collect personal data to provide you with information and updates on our activities. We are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.
DATA COLLECTION BY iKEN
INFORMATION PROVIDED BY YOU
When you register for iKEN, we will store the personal information you give us such as your name, email address and the iCapital alumni city you live in or near.
YOUR INTERACTIONS WITH US
When you visit the iKEN website, we collect information about how you interact with our content. If you contact us, for example via email, your personal data will be stored to help answer any enquires. When we send you a mailing we store a record of this, and in the case of emails, we keep a record of which ones you have opened and which links you have clicked on.
USE OF THIRD PARTIES
We may occasionally receive information about you from third parties. For example, we may use third party research companies to provide general information about you, compiled using publicly available data. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to support legitimate business interests at iKEN. When they no longer need your data to fulfil this service, they will dispose of it in line with iKEN’s policies and procedures.
DATA COLLECTION BY SLACK
SENSITIVE PERSONAL DATA
Data Protection law recognises that certain categories of personal information are more sensitive than others such as health information, race, religious beliefs and political opinions. iKEN does not collect this type of information.
HOW WILL iKEN USE THE PERSONAL DATA IT COLLECTS ABOUT ME?
iKEN will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. iKEN is required to retain certain information in accordance with the law, such as information needed for VAT purposes. How long certain kinds of personal data should be kept may also be governed by law or specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
There are two bases under which iKEN may process your data:
LEGITIMATE BUSINESS INTERESTS
In certain situations, we collect and process your personal information for purposes that are in our legitimate business interests. However we only do this if there is no overriding prejudice to you by using your personal information in this way.
WITH YOUR EXPLICIT CONSENT
For any situations where the basis above is not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.
UNDER WHAT CIRCUMSTANCES WILL iKEN CONTACT ME?
We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. iKEN users will receive notifications related to their own activities and account on the platform, for example when your request to join a collaboration is accepted. We use our legitimate business interest as the legal basis for communications by email.
In the case of newsletters and other similar communications, we will provide you with an option to unsubscribe in every email that we send you.
You may also receive notifications by email from Slack, for example when another user sends you a direct message. You can change your notification preferences on the Slack platform.
OTHER PROCESSING ACTIVITIES BY iKEN
In addition to marketing communications, iKEN also processes personal information in the following ways that are within our legitimate organisational interests.
We may analyse data we hold about you:
- In order to identify and prevent fraud.
- In order to improve our website, we may analyse information about how you use it and the content and pages that you interact with.
Given some of our communication happens on social media channels, you are bound by data processing terms held by these particular companies, so please refer to the terms of these platforms to ensure you are happy with them.
In all of the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by our own interests. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact form on the iKEN website.
The iKEN website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). We use this information to analyse and report on how our visitors use and navigate our Websites. This information is anonymous and cannot be used to identify you personally.
HOW WE MAINTAIN YOUR PERSONAL INFORMATION
When you sign up as a member of IKEN, your personal information will be stored indefinitely. You may edit your profile or delete your account at any time and your data will be erased from the website.
SECURITY AND STORAGE OF YOUR PERSONAL INFORMATION
We have in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same. iKEN will only engage with online companies, suppliers and partners signed up to GDPR and the online Privacy Shield Network.
CONTACT DETAILS AND ADDITIONAL INFORMATION
Glasgow City of Science and Innovation