Data collection and use by the AIchemy Hub
The AIchemy Hub is joint initiative between Imperial College London and the University of Liverpool. This document provides information regarding the types of data the AIchemy Hub will collect, store and how it will be used. The hub adheres to the respective data protection policies of its host institutions and further information on data collection and use within each institution can be found in subsequent sections.
What data do we collect about you?
Personal data relates to any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
The of data we hold about any individual will have been collected as part of an action / activity and given voluntarily, for example;
- to register for an event
- to subscribe to newsletter
- to apply for an opportunity such as a funding call or internship
- to communicate with the AIchemy Hub
- to understand how you use our website, and how our website performs when you use it.
We may collect, use, store and transfer different kinds of personal data about any individual which we have grouped together as follows:
- Identity data – includes first name, last name, username or similar identifier, title, gender.
- Contact data -includes work related postal address, email address, telephone numbers, social media account details.
- Technical data – includes your Internet Protocol (IP) address, your activity on our website, subscription preferences and interaction with emails we send you.
- Special category data – includes information such as that relating to a disability or to dietary requirements, that you have consented to provide for a specific purpose such as attending an AIchemy event.
Who has access to the data?
The data we collect about you can be viewed by authorised people within the AIchemy Hub, and trusted partners in the host universities to:
- allow you to access AIchemy Hub opportunities such as events and funding calls
- send email alerts or newsletters to users who request them
- gather feedback to improve our services
- improve the website by monitoring how you use it e.g. pages you visit on the site and browser versions used
How we use your personal data
We will only use your personal data when the law allows us to. Our core activities rely on public task as the lawful basis for processing of personal data (e.g. in relation to keeping you informed of our work and activities, recording your registration/attendance at an event, conducting feedback surveys, internal record keeping, and monitoring the impact of our communications with you).
Where we store your data
Your data is stored at both Imperial College London and the University of Liverpool. Both institutions store data primarily on secure servers in the UK and European Economic Area (EEA).
If either institution requires that data be transferred outside of the EEA, they will put contracts in place as required by EU data protection laws, to ensure that your information is secure and protected.
How we keep your data secure
Both Imperial College London and the University of Liverpool 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, both institutions limit access to your personal data to those employees, contractors and other third parties who have a business need to know. They will only process your personal data on our (AIchemy) instructions, and they are subject to a duty of confidentiality.
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. The AIchemy Hub is initially funded by EPSRC until January 2029, your data will therefore be retained to fulfil all funder reporting and subsequent audit requirements following the end of the grant.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
Disclosing your information
We may pass on your personal information if we have a legal obligation to do so.
We do not pass on your details to other websites for their own marketing or commercial purposes.
Your rights
You can find out what information we hold about you by submitting a subject access request to info@aichemy.ac.uk and ask us not to use the information we collect.
You also have the right to have data erased if it is no longer necessary for the purpose for which it was originally collected/processed, or if there are no overriding legitimate grounds for the processing. This is sometimes known as ‘the right to be forgotten’.
Direct marketing
You can ask us to stop sending you marketing messages at any time. If you’ve signed up for our newsletter, you can login to unsubscribe or change your settings at any time.
Overarching Data Protection Policies
Imperial College London – webpage detailing data projection privacy notices across the college.
The Data Protection Officer can be contacted at:
Email dpo@imperial.ac.uk
Post: Level 4 Faculty Building, Imperial College London, South Kensington, London, SW7 2AZ
University of Liverpool – webpage covering how the university protects personal data.
The Data Protection Officer can be contacted at:
Email: legal@liverpool.ac.uk
Post: Legal & Governance, University of Liverpool, Foundation Building, 765 Brownlow Hill, Liverpool L69 7ZX