eRAD – Privacy Notice

University of Strathclyde users

Using your personal information

The University of Strathclyde is the data controller for personal data we hold about our users i.e. University of Strathclyde staff, students or visitors.

What personal information we collect and use

We collect information about staff, students and visitors who are registered users of the eRAD website. We will collect the following information:

  • contact details (username, name, department, job category, email address);
  • details of history of radiation use, including research activities; and
  • learning/training records.

We use this data for the following purposes:

  • to manage training records/forms;
  • to control and administer your account according to your role;
  • to interact with our Virtual Learning Environment (Myplace);
  • to manage radiation stock and disposal records; and
  • to meet any other obligations under relevant legislation, including the Ionising Radiation Regulations.

Lawful basis for processing

We are required by law to process data relating to radiation (Ionising Radiations Regulations 2017), therefore processing is necessary to comply with a legal obligation. It is also a requirement of your contract of employment that we retain appropriate records in relation to your employment.

Who we share your data with

We do not share your personal data with third parties.

How long will we retain your data for?

Radiation data will be retained for a minimum of 30 years from date of capture to comply with the Ionising Radiation Regulations.

Your rights

You have the right to:

  • request a copy of the personal information about you that we hold.
  • be informed about how and why your data is used.
  • have inaccurate personal data rectified or completed if it is incomplete.
  • in certain circumstances, you may ask us to restrict how we use your personal information.

If you wish to exercise any of these rights, please contact: dataprotection@strath.ac.uk

Complaints

If you wish to make a complaint about how we have handled your personal data, you can contact the Data Protection Officer at dataprotection@strath.ac.uk.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you also have the right to complain to the Information Commissioner’s Office (https://ico.org.uk/concerns/).

Third party users

Using your personal information

The organisation which instructs you to use eRAD, e.g. the University/organisation where you are a member of staff, a student or a visitor, is the data controller for personal data held about you in the eRAD system. That means it is the organisation which is ultimately responsible for your personal data. It has instructed the University of Strathclyde to process it in the eRAD system on its behalf.

What personal information is collected

If your organisation has identified that you must use eRAD then you will be required to provide certain information. To provide the services on behalf of your organisation, we will collect the following information (this may vary depending on your organisation's intended use of the system):

  • contact details (username, name, department, job category, email address);
  • details of history of radiation use, including research activities; and
  • learning/training records.

This data is used for the following purposes:

  • to manage training records/forms;
  • to control and administer your account according to your role;
  • to interact with a Virtual Learning Environment if required by your institution;
  • to manage radiation stock and disposal records; and
  • to meet any other obligations under relevant legislation, including the Ionising Radiation Regulations.

 

Data processor obligations

When another organisation purchases a licence to use the eRAD system, the University of Strathclyde is acting as a data processor for any third party personal data processed. This means that your organisation has ultimate control and responsibility for your personal data and is acting as the ‘data controller’.  

Any information held in eRAD will be accessible to the institution you work for/on behalf of. Authorised employees at the University of Strathclyde will be able to access personal data only as required to provide the services, e.g. for system management, support and maintenance purposes.

How long will your data be retained for?

Your institution will determine how long data is retained for within the eRAD system and will instruct the University of Strathclyde accordingly. Please note that Ionising Radiation Regulations require radiation data to be retained for a minimum of 30 years from date of capture.

How to exercise your rights/complain

In order to exercise rights in relation to data protection, you should contact your own institution in the first instance via the contact details they provide.