What is the purpose of this document?

For the purposes of any applicable data protection legislation in England and Wales, including the Data Protection Act 2018 (DPA) and the UK General Data Protection Regulation (UK GDPR), Imperial is the data controller of your personal data.

This notice applies to Imperial Pride Network (IPN), formally Imperial 600/i600, which sets out how we  use your personal information when you join our network and mailing list and intended for members of Imperial Pride Network who would like further information on how we process, store and use personal data.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are aware of how and why we are using such personal data. Other Privacy notices of note include;

Information we hold about you

When you join the Imperial Pride Network and mailing list, we collect the following information in order to send out our communications:

  • First name
  • Last name
  • Imperial email address

To monitor and evaluate our activities and tailor our services, we also collect the following information. Should you wish not to disclose this information, you have the option of ‘prefer not to say’.

  • Gender identity
  • Sexual orientation
  • Campus location
  • How did you hear about us.

How is your personal data collected?

Imperial collects your personal data from the following sources.

  • via our online / physical forms and / or applications which you complete.
  • in the course of providing services to you or after we have provided services to you (e.g. feedback responses).
  • When you attend an activity or event run by Imperial Pride Network.
  • When you complete our surveys or take part in IPN engagement activities.

What categories of personal data do we collect?

We may collect, store, and use the following categories of personal data about you:

  • Personal contact details such as;
    • name,
    • surname,
    • Imperial email address,
    • Job role,
    • Campus location (optional),
    • How you heard about us (optional).

We may also collect, store and use the following "special categories" of more sensitive personal data:

  • gender identity (optional),
  • sexual orientation (optional).

How we will use personal data about you and the legal basis for processing your personal data under the GDPR?

Most commonly, we will use your personal data in the following circumstances:

  • where we need to perform the contract.*
  • where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests.**

where you have consented to the processing.***

where there is a legal obligation in place.***

Situations in which we will use your personal data

We have indicated by [asterisks] the purpose or purposes for which we are processing or will process your personal data, as well as indicating which categories of data are involved.

  • to provide you with the information and / or services that you request from us.*/***
  • to provide you with information about the Imperial Pride Network, and our activities and events. PNB - We will only send you electronic marketing messages where you consent to this by signing up to our mailing list. Should you no longer want us to use your data in this way you can use the unsubscribe link in our email communications at any time after our initial contact.***
  • for internal record keeping**
  • to monitor and evaluate the effectiveness of our activities through research, statistical analysis and surveys, in order to better tailor and improve these for groups represented by the network.**
  • to monitor and evaluate the readership of our email communications through statistical analysis to better tailor and improve the content of these**
  • to better understand the makeup of the LGBTQ+ community at Imperial.**
  • to ensure we meet any and all legal obligations with regards to the service we provide to you (Health and Safety or Equality Act for example).****

How we use particularly sensitive, special category, personal data

In addition to the above, Imperial may process types of personal data that legislation defines as special category (such as race, religion, health, sexual life) or criminal records information. This will be in accordance with our Special Category and Criminal Offence Appropriate Policy, accessed via the following URL / Special Category Data Policy [PDF] and requires an additional legal basis.

We may process special categories of personal data in the following circumstances:

  • In limited circumstances, with your explicit consent.*

Where the processing relates to personal data which have been manifestly made public by you.**

Situations in which we will use your special category data

We will use your special category personal data in the following ways:

  • where you have provided your explicit consent. Examples might include;
    • where you have provided information on your dietary requirements, allergies or where you inform us of the requirement for wheelchair access or where you choose to provide more information surrounding your engagement with the Pride Network*
    • providing you support where you have requested our assistance and/or advice
    • as part of one of the IPN’s core activities including networking, policy supported and/or engagement, campaigning for change.
    • attending or applying to attend a specific event or activity.
  • where it is in your vital interests to do so and you are incapable of giving consent, for example to inform your specified emergency contact, the NHS or emergency services in the event of your illness or other emergency.*
  • to better understand the makeup of the LGBTQ+ community at Imperial.*/**

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Legal information

The College is currently required to register its notice of being a data controller with the UK’s regulatory body – the Information Commissioner’s Officer.

The College’s registration number is Z5940050.

You can contact the College’s Data Protection Officer at Level 4 Faculty Building, 天美传媒, South Kensington, London, SW7 2AZ.

If we are unable to help resolve your concerns, you have the right to raise your concern with the Information Commissioner’s Officer: 

Automated decision-making

We do not envisage that any decisions will be taken about you using automated means, however, we will notify you in writing if this position changes.

Data sharing

We may have to share your data with third parties, including third-party service providers and other entities in the University group.

We require third parties to respect the security of your data and to treat it in accordance with the law.

We may transfer your personal data outside the UK, though if we do, you can expect a similar degree of protection in respect of your personal data.

Why might you share my personal data with third parties?

We may share your personal data with third parties where required by law, where it is necessary to administer the relationship with you or where we have another legitimate interest in doing so.

Which third-party service providers process my personal data?

"Third parties" includes third-party service providers (including contractors and designated agents) and other entities within the University group who are involved or assist in the running and management of the IPN. Examples of such third parties include;

  • Mailchimp, in order to send out our email communications, manage our mailing list and undertake statistical analysis of our email campaigns.

In order to provide the agreed services Mailchimp has signed up to the EU’s standard model clauses that are designed to procure an adequate level of protection for personal data and, in addition, has self-certified to the EU-U.S. Privacy Shield for the same purpose. You can .

Data will only be shared using secure data transfer methods and stored by our partners on secure systems.

We and our partners will not use your personal data in any way that would affect you individually

What about other third parties?

We may share your personal data with other third parties, for example in the context of the possible sale or restructuring of the business and operations of the University. We may also need to share your personal data with a regulator or to otherwise comply with the law.

International transfers of data

The university will, where necessary, disclose personal data to third parties, or allow personal data to be stored or handled, in countries outside the UK in order to process your data and/or perform our contract with you. For example, we will transfer data to:

  • partner institutions or organisations.
  • IT providers based overseas; and
  • service providers acting as a data processor for the university.

In these circumstances, your personal data will only be transferred on one of the following bases:

  • where the transfer is subject to one or more of the "appropriate safeguards" for international transfers prescribed by applicable law (e.g. data transfer assessments and standard data protection contract clauses adopted by the European Commission and UK Government respectively).
  • a UK adequacy decision has been awarded for that country or territory which has determined the destination country has adequate levels of protection in place; or
  • there exists another situation where the transfer is permitted under applicable law (for example, where we have your explicit consent or an exception applies).

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where necessary.

鈥淗ow secure is my data with third-party service providers and other entities in our group?鈥

All our third-party service providers and other entities in the Imperial group are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

How long will you use and retain your data for?

We are required to only keep your information for as long as is necessary as outlined below:

We will use your information to send you electronic communications relating to the network until such time that you decide that you no longer wish to receive these and use the unsubscribe link in our email communications.

Please note that when you unsubscribe from our mailing list, your information will not be automatically removed from Mailchimp and may be retained on our suppression list for one year.

For removal of your data please see your rights as a data subject below.

Your rights under the Data Protection Legislation

Under data protection legislation you have the following rights:

  • to obtain access to, and copies of, the personal data we hold about you.
  • to require that we cease processing your personal data if the processing is causing you damage or distress.
  • to require us not to send you marketing communications.
  • to request that we erase your personal data.
  • to request that we restrict our data processing activities in relation to your personal data.
  • to receive from us the personal data we hold about you, which you have provided to us, in a reasonable format specified by you, including for the purpose of transmitting that personal data to another data controller; and
  • to require us to correct the personal data we hold about you if incorrect.

For more information about the above rights please view the following URL.

/admin-services/governance/policies-and-guidance/guidance/guide-10/

You have a right to request a copy of the data that we hold about you, to ask us to amend your details or ask us to stop processing or delete your personal data in certain circumstances.

If you would like a copy of the data supplied to us, or have any questions or concerns about the use of data for the purposes described, or would like your data to be deleted from our system, please contact us by writing to:

Imperial Pride Network Data Enquiry

Owen Cheshire

天美传媒

191 Wood Ln

London

W12 7FP

 

Alternatively, please email us at: imperial600@imperial.ac.uk with the subject title: Data enquiry

Please note that the above rights are not absolute, and requests may be refused where exceptions apply.

If you have any questions about these rights or how your personal data is used by us, you can contact the Data Protection Officer using the following details:

  • Post – Data Protection Officer Address - Imperial College of Science, Technology and Medicine, The MediaWorks, 191 Wood Lane, W127FP.
  • Email – DPO@imperial.ac.uk.

If you are not satisfied with how your personal data is used by Imperial, you can make a complaint to the Information Commissioner ().

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.

Document last updated in (June // 2026)

Version 6.1