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 explains how we process personal data when you are involved in a public relations activity organised, funded or supported by the Company.

Public relations activities may include academic prizes, scholarships, charitable donations, sponsorship activities, corporate social responsibility initiatives, community engagement activities, pro-bono work and associated publicity activities.

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 personal data processing associated with public relations activities that falls outside the scope of those 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 send marketing communications to individuals without an appropriate lawful basis. We may retain information about organisations that have engaged with us as part of our business relationship management activities.

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 process personal data in order to organise, administer, promote and maintain records of public relations activities undertaken by the Company.

Examples include academic prizes, scholarships, charitable donations, corporate social responsibility initiatives, sponsorship activities, community engagement programmes and pro-bono work.

We may use personal data to communicate with participants, co-ordinate activities, administer awards, make payments, prepare publicity materials, publish information about activities and preserve an accurate historical record of our involvement.

We sometimes publish information relating to public relations activities in order to celebrate achievement, support charitable and educational initiatives, record our activities and promote our involvement in them.

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.

Publication of Information

Public relations activities frequently involve publicity and promotion.

We may publish information relating to an activity using our websites, social media channels, newsletters, brochures, annual reviews, press releases and similar publications.

Information published may include names, organisations, biographical information, award details, photographs, audio recordings, video recordings, quotations and details of the activity itself.

Information may also be shared with journalists, media organisations, broadcasters and other parties involved in publicising the activity.

Where photographs, audio recordings or video recordings are involved, our Photography, Audio and Video Privacy Notice may also apply.

What is the legal basis for processing?

Our primary lawful basis for processing personal data under this notice is legitimate interests.

We have legitimate interests in conducting public relations activities, supporting charitable and educational initiatives, recognising achievement, maintaining historical records, promoting our activities, protecting legal rights and properly administering our business.

• 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 may obtain information directly from you, from your organisation or from a third party acting on your behalf.

Examples include universities, academic institutions, charities, community organisations, employers, parents, guardians, family members and professional representatives.

The source of the information will depend upon the nature of the public relations activity and your involvement in it.

What information are we collecting?

Depending upon the nature of the public relations activity, we may collect the following categories of personal data.

Contact Information

• Name
• Title
• Style of address
• Postal address
• Email address
• Telephone numbers
• Other contact details

Professional Information

• Job title
• Organisation
• Institutional affiliation
• Business contact information

Biographical Information

• Biographical details
• Career information
• Achievements
• Award citations
• Other information relevant to the activity

Financial Information

• Bank account details where payments are required
• Expense claims and supporting information

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.

Certain information may be retained for longer periods where there is an ongoing legitimate interest in maintaining an accurate historical record of the activity.

This may include names, organisations, biographical information, award details and information concerning charitable, educational or community activities undertaken by the Company.

For example, we maintain records of past prize recipients and award activities as part of our corporate history and public record of those activities.

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