Privacy Notice
- Collection, storage, use, sharing and retention of information
Information we collect and process, some of which includes personal information and some of which may be published on the Shef.AI website, may be collected via two routes.
Route A: we may invite you to provide information via a Google Form at the University of Sheffield.
Route B: we may also collect information through your proposed changes to the Github source code at Shef.AI https://shef-ai.github.io.
Please note, we may also have collected your personal data because:
Another individual has notified us via one of these two routes about an event, news item, opportunity and/or software item with which you are associated and we would like to publicise this information.
Or, we have compiled and then processed information about an event, news item, opportunity and/or software item with which you are associated, and then published this information on the website via one of the two routes (i.e. a google form at the University or upload via github account), and we will have contacted you about this.- Information we collect via Google Forms
- Short profiles (for our People page)
In order to promote the Sheffield Data Science and AI network and its membership, we may ask in our "Short Profile" form to collect certain information from you, which includes personal information. You are under no obligation to provide us with this information. The information we ask for includes:
- personal information about you (your name and email address and photo associated with your google account), which will be collected automatically on submission of the Google Form, and which will be retained internally at the University of Sheffield for administration purposes. This will not be sent to Github and will not be published on the https://shef-ai.github.io website.
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personal information about you and your research interests, which may include: your name;
your image; position, professional affiliation, a short statement of your research
interests; your affiliation to the Sheffield Data Science and AI Community interest groups;
and hyperlinks to various online personal homepages you may have including your homepage
(University of Sheffield or otherwise), your LinkedIn account, your Github account, (which
contains all repositories), and your Google Scholar page etc. The details we ask for are
optional i.e. you may provide none, some or all details.
We will retain a copy of this information internally at the University of Sheffield and we will publish it in the form of a short profile on the Sheffield AI website, hosted by Github: https://shef-ai.github.io. Github is an open source website. This data will be subject to the terms and conditions of the data processing agreement which Github has with its enterprise customers, which, in our case, is the University of Sheffield.
Any personal information processed by The University of Sheffield will be held in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR) and will be stored in compliance with the University’s Retention Schedule.
Any personal information stored and published on the Sheffield AI website hosted by Github, will be kept for as long as you remain associated with the Sheffield network, after which time it will be removed from Github.
The University will not disclose your personal data to any external third party, other than as set out above and/or where you have given us permission to do so, unless we are required to do so by law.
Under the UK General Data Protection Regulation, the University must establish a legal basis for processing your personal data. Our lawful basis for processing the personal data described in this section of the privacy notice is UK GDPR Article 6(1)(a) “the data subject has given consent to the processing of his or her personal data for one or more specific purposes”.
- Events, News & Opportunities, and Software
In order to support the Sheffield Data Science and AI network and its membership, and to help inform the Sheffield Data Science and AI network and the community about relevant events, news items, opportunities and/or software, we may collect certain information, some of which includes personal information:
- personal information about you (your name and email address and photo associated with your google account), which will be collected automatically on submission of the Google Form, and which will be retained internally at the University of Sheffield for administration purposes. This will not be sent to Github and will not be published on the https://shef-ai.github.io website.
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information about an event (e.g. location, date/time, title, people associated with the
event, topic/content description, relevant photograph(s)), news item, opportunity (e.g.
internships, studentships) and/or software, related to AI research and teaching. This may
include your personal information if you are associated with the event, news item,
opportunity and/or software, and/or may include the personal information of other persons
associated with the event, news item, opportunity and/or software. Persons associated with
such items may include e.g.: speakers, award holders, project leads, event organisers,
software developers. The personal information that is typically provided in the context of
such items includes name and professional role/interests/affiliation.
We will retain a copy of this information internally at the University of Sheffield and we will publish it on the Sheffield AI website, hosted by Github: https://shef-ai.github.io. Github is an open source website. This data will be subject to the terms and conditions of the data processing agreement which Github has with its enterprise customers, which, in our case, is the University of Sheffield.
Please note that, where we have collected your personal data because another individual has notified us about an event, news item, opportunity and/or software item with which you are associated, and we would like to publicise this information, we will ensure that your personal information is stored securely, that the personal data we collect is appropriate, relevant and kept to the minimum amount necessary, and that your personal information is held in accordance with this privacy notice. We believe that individuals would reasonably expect for this information to be published given that it is in their interests to promote the event, news item, opportunity and/or software item with which they are associated. However, if you wish to object to this or exercise any of your other rights under data protection law, then we are happy to cease processing your personal data. To contact us, please follow the instructions under “Your rights” below.
Any personal information processed by The University of Sheffield will be held in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR) and will be stored in compliance with the University’s Retention Schedule.
The information described in this notice for events, news items, and opportunities, including any personal information, which is stored on the Github website will be kept for a period of up to 3 years, and, after this time, it will be deleted or archived. Any information described in this notice for software, which includes personal information, that is stored on the Github website will be kept under regular review and deleted once it is no longer required.
The University will not disclose your personal data to any external third party, other than as set out above and/or where you have given us permission to do so, unless we are required to do so by law.
Under the UK General Data Protection Regulation, the University must establish a legal basis for processing your personal data. Our lawful basis for processing the personal data described in this section of the privacy notice is UK GDPR Article 6(1)(e) “processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller”.
- Short profiles (for our People page)
- Information we collect from proposed updates from Github account
holders
Github account holders may propose details of short profiles, events, news, opportunities and software items at https://shef-ai.github.io, for publication on the Shef.AI website. This information may include personal information.
We may accept and collect information from proposed updates, as follows:
- Account name
When you propose changes to the site, the website will collect your account name, which we will be able to view.
- Short profiles
If you are involved in the Sheffield Data Science and AI Network and have provided a short profile via a Google Form at the University of Sheffield (see above A: Information we collect via Google Forms), and which is published on https://shef-ai.github.io, you may propose updates or changes to your profile via your Github account on https://shef-ai.github.io. (Please note that we will only accept and create a new profile record via the Google Form route, see A, above: Information we collect via Google Forms).
The updates you propose may contain personal information about you and your research interests.
Where the proposed update comprises a significant change to content (i.e. more than a typo correction), we will send an email to confirm the proposed update and ask for your consent to process this information before we upload the content (we will have collected your email when you first provided your profile via Google form, See A, above: Information we collect via Google Forms).
The information in a short profile is optional and you are under no obligation to provide this information.
The information we accept will be published on the Sheffield AI website, hosted by Github: https://shef-ai.github.io. Github is an open source website. This data will be subject to the terms and conditions of the data processing agreement which Github has with its enterprise customers, which, in our case, is the University of Sheffield.
Any personal information processed by The University of Sheffield will be held in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR) and will be stored in compliance with the University’s Retention Schedule.
Any personal information stored and published on the Sheffield AI website hosted by Github, will be kept for as long as you remain associated with the Sheffield network, after which time it will be removed from Github.
The University will not disclose your personal data to any external third party, other than as set out above and/or where you have given us permission to do so, unless we are required to do so by law.
Under the UK General Data Protection Regulation, the University must establish a legal basis for processing your personal data. Our lawful basis for processing the personal data described in this section of the privacy notice is UK GDPR Article 6(1)(a) “the data subject has given consent to the processing of his or her personal data for one or more specific purposes”.
- Events, News and Opportunities and Software
Github account holders may propose details of events, news, opportunities and software items, and updates to these items at https://shef-ai.github.io, for publication on the Shef.AI website.
The information we may collect from you on https://shef-ai.github.io includes:
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Information about an event (e.g. location, date/time, title, people associated with the
event, topic/content description, relevant photograph(s)), news item, opportunity (e.g.
internships, studentships) and/or software, related to AI research and teaching. This may
include your personal information if you are associated with the event, news item,
opportunity and/or software, and/or may include the personal information of other persons
associated with the event, news item, opportunity and/or software. Persons associated with
such items may include e.g.: speakers, award holders, project leads, event organisers,
software developers. The personal information that is typically provided in the context of
such items includes name and professional role/interests/affiliation.
The information that you provide via Github may be published on the Sheffield AI website, hosted by Github: https://shef-ai.github.io. Github is an open source website. This data will be subject to the terms and conditions of the data processing agreement which Github has with its enterprise customers, which, in our case, is the University of Sheffield.
Please note that, where we have collected your personal data because another individual has notified us about an event, news item, opportunity and/or software item with which you are associated, and we would like to publicise this information, we will ensure that your personal information is stored securely, that the personal data we collect is appropriate, relevant and kept to the minimum amount necessary, and that your personal information is held in accordance with this privacy notice. We believe that individuals would reasonably expect for this information to be published given that it is in their interests to promote the event, news item, opportunity and/or software item with which they are associated. However, if you wish to object to this or exercise any of your other rights under data protection law, then we are happy to cease processing your personal data. To contact us, please follow the instructions under “Your rights” below.
Any information described in this notice for events, news items, and opportunities, including any personal information, that is stored on the Github website will be kept for a period of up to 3 years, and, after this time, it will be deleted or archived. Any information described in this notice for software, which includes personal information, that is stored on the Github website will be kept under regular review and deleted once it is no longer required.
Any personal information processed by The University of Sheffield will be held in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR) and will be stored in compliance with the University’s Retention Schedule.
The University will not disclose your personal data to any external third party, other than as set out above and/or where you have given us permission to do so, unless we are required to do so by law.
Under the UK General Data Protection Regulation, the University must establish a legal basis for processing your personal data. Our lawful basis for processing the personal data described in this section of the privacy notice is UK GDPR Article 6(1)(e) “processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller”.
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Information about an event (e.g. location, date/time, title, people associated with the
event, topic/content description, relevant photograph(s)), news item, opportunity (e.g.
internships, studentships) and/or software, related to AI research and teaching. This may
include your personal information if you are associated with the event, news item,
opportunity and/or software, and/or may include the personal information of other persons
associated with the event, news item, opportunity and/or software. Persons associated with
such items may include e.g.: speakers, award holders, project leads, event organisers,
software developers. The personal information that is typically provided in the context of
such items includes name and professional role/interests/affiliation.
- Account name
- Information we collect via Google Forms
- Moderating content
Content provided to us for publication on the website will be moderated. Proposed updates to the content, which you submit to us via editing the Github source code, will be checked by our administration team before they are uploaded to the website. We will remove any content which is inappropriate, offensive, or otherwise unsuitable for publication. Any information held by Github will also be subject to their Content Removal Policies.
If you see any inappropriate, offensive or false content on the Shef.AI website this should be reported to the website administrator at shef.ai@sheffield.ac.uk.
- Your rights
- Your right of access to your personal data
You have a right to request a copy of the personal information that we hold about you. If you would like to request a copy of some or all of your personal data, please contact the Data Protection Officer at dataprotection@sheffield.ac.uk. We want to make sure that your personal data is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate.
- Your other rights as a data subject
The UK GDPR provides you, as a data subject, with a number of rights in relation to your personal data. You have the right to withdraw your consent where that is the legal basis of our processing; the right to have inaccuracies in the personal data that we hold about you rectified; the right to erasure; the right to request that the processing of your personal data be restricted; the right to object to certain processing activities; and the right to complain to the Information Commissioner's Office about the way we process your personal data.
- Who do I contact if I want to know more?
For further information about your right to access personal information we hold about you, to make a complaint about the way in which we are handling your personal information, or to request to be removed from our systems, please contact the Data Protection Officer at dataprotection@sheffield.ac.uk.
- Your right of access to your personal data
If you are not satisfied with our response or wish to raise a complaint with our supervisory body, you may
complain to the Information Commissioner’s Office.
The University of Sheffield is a registered data controller with the Information Commissioner’s
Office.
The registered address is:
Sheffield University
Western Bank
Sheffield
S10 2TN