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Jennie Lee Labs Privacy Notice

This notice sets out what we do with your personal data in relation to (a) you booking laboratory sessions in the Jennie Lee Labs online via the Lab booking system (jennielee.open.ac.uk), (the "website") and (b) us making video and audio recordings in the Jennie Lee Labs while you are a test participant.

1. Who we are

The Open University is the data controller in relation to the processing activities described below. This means that the Open University decides why and how your personal information is processed.

Where this document refers to “we”, “our” or “us” below, unless it mentions otherwise, it’s referring to the Open University.

2. Legal notice

We will at all times only collect and process your personal information in accordance with all applicable data protection legislation, including the General Data Protection Regulation (GDPR), and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

3. What information do we collect about you, and how do we collect it?

Information that you give to us

When as a test facilitator you complete the "Labs booking details and technical support requirement form", we collect personal data including your:

  • Full-name
  • Email address
  • Contact phone number
  • OU department/ Unit or Organisation name.

When as a test participant you are involved in research in the Jennie Lee Labs, we will when requested, record video and audio using equipment installed in the Labs to help meet the needs of the user-evaluation or research.

Information that we collect automatically

We automatically collect analytics and usage data, including IP addresses and browser information, and set cookies, to enable us to improve the Jennie Lee Labs website.

4. How do we use your personal information?

Jennie Lee Lab booking data is displayed in an anonymised form in a calendar publicly embedded in the Jennie Lee Lab web-site, so that other OU staff wishing to book the Labs can discover their availability.

Audio and video data recorded in the Jennie Lee Labs is encoded and rendered, and stored on our secure servers on the OU's Campus.

This is part of our public task to enable research and teaching.

5. Who do we share your information with?

Audio and video data recorded in the Jennie Lee Labs is forwarded using The Open University's secure file transfer system to the test facilitator(s) (OU staff) for their analysis.

We use a third party service provider to automatically collect analytics data on the Jennie Lee Labs website. When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service and we have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions.

6. Do we transfer information outside the EEA?

Information you provide to us via Jennie Lab recordings is stored on our secure servers, or on our cloud based systems which are located within the EEA.

7. How long do we keep your personal information for?

Audio and video recordings from the Labs are held securely on Lab servers for 12 months from the time of recording (unless a case is made to retain the information for a further period).

8. Your rights

You have a number of rights in relation to your personal information, which apply in certain circumstances. In order to exercise any of these rights, please contact us using the details in section 9 of this document.

You have the right

  • To access your personal information that we process
  • To rectify inaccuracies in the personal information that we hold about you

In some circumstances, you also have the right

  • To have your details removed from systems that we use to process your personal data
  • To restrict the processing of your personal data in certain ways
  • To obtain a copy of your personal data in a structured electronic data file
  • To object to certain processing of your personal data by us
  • To request that we stop sending you direct marketing communications.

If you are concerned about the way we have processed your personal information, you can complain to the Information Commissioner’s Office (ICO). Please visit the ICO’s website www.ico.org.uk for further details.

9. Contact us

Please direct any queries about this document or about the way we process your personal information to our Data Protection Officer using the contact details below.

10. Changes to the privacy policy

This Privacy notice may be updated from time to time.

Last revised: .

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