Privacy Policy


Privacy Policy

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1. Introduction

ESCoE is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.

ESCoE is hosted by King’s College London and for GDPR purposes operate under their GDPR policy. 

Contact Details 

Data Protection Officer: Olenka Cogias, email 


2. The type of personal information we collect

Personal data or personal information means any information about an individual from which that person can be identified. It does not include data or information where the identify has been removed (anonymous data).

We may collect personal information from you through this website and/or in connection with one of the activities set out in the next section.

The types of personal data we may collect includes but is not limited to:

  • Business contact details such as the details of the company you work for, your title or position.
  • Personal contact information such as name, address, gender, email, telephone number or other contact details
  • Payment information (if and to the extent that any such payment information constitutes personal data)
  • Technical information relating to your visits to our websites, social media or other electronic communications or economic tools
  • Data about whether you would like to receive marketing communications from us and your preferences in relation to such marketing.

3. How we collect personal information and why we have it

We will only collect personal data where that information is necessary for us to complete one of the functions or activities. 

Most of the personal information we process is provided to us directly by you for one of the following reasons 

Enquiries made by you through our website or social media  

  • When you subscribe to our mailing list 
  • Participation in a survey or research project 
  • Participation in an ESCoE event  
  • Direct contact between you and our ESCoE staff eg email, telephone and direct meeting 

 We maintain a contact database and may send you communications relating to ESCoE events, research and activities which we think may be of interest to you.  You can inform us at any time if you wish to unsubscribe or to update your contact details at 

We do not normally collect sensitive personal data and would only do so in the event that it was necessary for your protection, for example in the event of an accident on our premises. 

4. Who will we share your data with?

We will never sell your personal data. We will not share your personal data with third parties, except under the conditions below, where we have received your consent to do so, or where we are required to do so by law. 

We may disclose your personal data to certain third parties, suppliers and service providers we use to run our business processes, examples include: 

  • Our hosting provider, providers of software as a service and e-mail service providers 
  • When we partner with a third party to host an event 
  • Speakers at our events 
  • Where we collaborate with or sub-contract to a third party to complete our research 
  • Auditors 

In some instances where we share data with certain third parties those third parties will also be controllers of your data.  As controllers, they are responsible for their processing of your personal data. Examples of third party providers that ESCoE currently use include: Zoom and Teams for registrations and hosting online events; Eventbrite and Oxford Abstracts for event registrations; Mailchimp for managing our mailing list. These organisations will also be a controller of your data. As controllers, they are responsible for their processing of your personal data. Please refer to their privacy policy for details as to how they process personal data. 

5. Basis for processing information

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:  

 (a) Your consent. You are able to remove your consent at any time. You can do this by contacting 

(b) We have a contractual obligation 

(c) We have a legal obligation 

(d) We have a legitimate interest

6. How we store your personal information

Your information is stored on ESCoE Sharepoint servers managed by King’s College London and third party provider Mailchimp.  

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. 

Data are only accessible to staff who require access for ESCoE-related work and staff are trained to ensure that your data is secure. 

We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for  

If you request to be removed from our contact database, we will remove you from the database but will keep a record of your request to be removed.   

We continually review what information we hold and delete what is no longer required. 


7. Cookies

A cookie is a small data file which is stored on your browser or the hard drive of your computer (or other electronic device) when you access our site. For more information about the cookies we use and the reasons why we use them, please see our Cookies Policy below.

8. Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at if you wish to make a request.

9. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at or

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           
Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number: 0303 123 1113

ICO website:

Cookies Policy

A cookie consists of information sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We use Google Analytics to analyse the use of this website.  Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers.  The information generated relating to our website is used to create reports about the use of the website. Google will store this information.  Google’s privacy policy is available at:

You can select cookie options on our website when first logging on to

Privacy and Cookies Policies updated: 3 April 2023