Public Relations Privacy Notice

Introduction

Revell Research Systems Limited (the Company, we, us, our) is providing you with this information in order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), which require us to tell you what we do with your personal information.

This notice relates to the personal data that is processed by us when you are involved in a public relations activity organised by the Company such as in receiving a charitable donation or an academic prize. You may be a recipient or a representative of an organisation (such as a university or community group) involved in the activity.

These activities are often associated with an event that may include photography, filming and recording. You should be aware that our Events Privacy Notice and our Photography, Audio and Video Privacy Notice will apply in these scenarios. It is likely that our Correspondence Privacy Notice will also apply. Our Accounts Privacy Notice will apply if we make a payment to you as an individual.

This notice covers data processing associated with public relations that fall outside of the scope of these other privacy notices. The processing is usually in regard to promoting and keeping a record of the activity. For example, we award academic prizes and sometimes make donations or undertake pro-bono work. We will keep records of this and may advertise our activity in our own marketing material or through public media releases.

We will not use your personal data in marketing communications to you without your explicit consent, although we may add details about your organisation to our marketing system as an interested party, which is outside the scope of privacy legislation.

Who is collecting this personal data?

Revell Research Systems Limited is collecting this data as the Data Controller.

Revell Research Systems Limited is registered with the Information Commissioner in the United Kingdom as a data controller under number Z186392X.

Who are we sharing your personal data with?

We may share personal data processed under this notice, where necessary and proportionate, with the following categories of recipient:-

• The courts and those involved in legal proceedings and non-contentious matters, including solicitors and barristers
• Police and law enforcement agencies
• Our subsidiaries, our ultimate holding company and all its subsidiaries
• Your organisation
• General public
• Media agencies and newswire services
• Broadcast media (TV and radio)
• News outlets (such as newspaper and magazines, online and offline)
• Journalists and reporters
• Social media channels
• Service providers (including associates)
• PR advisers
• Other professional advisers

We will not sell or rent your data to third parties. We will not share it with third parties for marketing purposes.

Why are we collecting and what will we do with your personal data?

We are collecting this personal data in order to undertake a public relations activity.

We celebrate the achievements of students by presenting prizes at academic institutions. We help charitable causes as part of our corporate social responsibility programme.

We often need to collect basic contact details to facilitate communications with various parties involved in the public relations activity. We sometimes also collect biographical details that we publish in relation to the activity. If we offer to meet certain expenses then we will need details of these. If we are making a payment to an individual (as part of a prize, donation or expenses) then we may need bank details in order to facilitate a bank transfer.

We sometimes release your name, organisation, biographical details and information about the public relations activity to the media or use them in our own materials to draw attention to the activity.

We may process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

We may share data with the courts and associated professionals in establishing, exercising or defending our legal rights. We may share data in reporting crime to or when co-operating with the police and law enforcement agencies.

What is the legal basis for processing?

Our lawful basis is legitimate interests.

• legitimate interests - the Company has legitimate interests in processing your personal data for public relations purposes and subsequently in advertising the activity and in protecting and asserting our, your or another's legal rights; and in properly administering its business and backing up data.

This lawful basis is detailed in Article 6 of the UK General Data Protection Regulation (UK GDPR):-

• processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Article 6(1)(f)).

You may object to subsequent processing of your personal data that you initially agree to, but please be aware that we may not be able to uphold the request. For instance, we may use your details in print media.

How are we collecting this information?

We collect personal data about you from your organisation (such as an employer, charity or academic institution), a third party acting in your interests or directly from yourself.

The organisation is usually your institution when we are presenting a prize to celebrate your achievements or where you are a member of the institution's staff concerned with a prize recipient. It might also be the charity or community group you work or volunteer for that might receive a charitable donation or benefit from some pro-bono work.

A third party is usually a parent, guardian or other relative.

What information are we collecting?

We may collect the following personal information in connection with public relations activities:-

• your name and style of address
• gender
• job title
• organisation
• business address
• business email address
• business telephone numbers
• home address
• home email address
• home telephone numbers
• other contact details
• biographical information
• bank details (if a payment is being made)
• expense details (where applicable)

Who can see your information within the Company?

Access to your personal data is restricted to authorised directors, staff and associates who require it for legitimate business purposes.

How long is your information kept?

We will only keep your information for as long as necessary. The retention period is either dictated by law or our legitimate requirements. Once your information is no longer needed it will be securely and confidentially destroyed.

We typically retain all your personal data associated with public relations activities for six years after the financial year in which they occurred based on the Limitation Act 1980.

We are likely to retain just your name and biographical details, together with details of the public relations activity, indefinitely. For instance, we maintain a web site dedicated to recording the past recipients of prizes we have awarded at the University of Plymouth.

How secure is your information?

We take appropriate technical and organisational measures to protect your information against unauthorised access, disclosure, alteration and destruction. You can read more about our approach to security at www.rrs.co.uk/security.

Who keeps your information updated?

You are responsible for keeping your personal details up-to-date. Please advise the Company of any changes.

Will your information be used for any automated decision making?

No. We do not undertake solely automated decision making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

Our Privacy Statement

You can access the Company's Privacy Statement at www.rrs.co.uk/privacy. This statement provides you with more information about how we address data protection and privacy as well as informing you of your rights.

Other Privacy Notices

You are likely to interact with us in more than one way, so our other privacy notices may apply to you in different scenarios. We are open and transparent about how we use your personal data. You can find all of our Privacy Notices at www.rrs.co.uk/privacy.

Changes to this Notice

Any changes to this privacy notice will take effect when the revised notice is published. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information