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 info-compliance@kcl.ac.uk
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, 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 channels 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 our functions or activities.
Most of the personal information we process is provided to us directly by you, for example when:
- You make an enquiry through our website or social media channels.
- You subscribe to our mailing list
- You participate in a survey or research project
- You participate in an ESCoE event
- There is direct contact between you and our ESCoE staff e.g. email, telephone and in person 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 by emailing info@escoe.ac.uk
We do not normally collect sensitive personal data and would only do so if it were 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: Microsoft Teams for registrations and hosting online events; Eventbrite, Oxford Abstracts and KCL e-stores for event registrations; Microsoft and Google forms for capturing ad-hoc information, 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 policies 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 info@escoe.ac.uk
(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 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 the ESCoE website and to make improvements to our site. 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: http://www.google.com/privacypolicy.html.
You can select and update cookie options on our website when logging onto https://www.escoe.ac.uk/
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 info-compliance@kcl.ac.uk 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 info@escoe.ac.uk or info-compliance@kcl.ac.uk
You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Privacy and Cookies Policies updated: 18 August 2025