SHAKE Climate Change - Privacy and Data notice

This privacy notice is for individuals whose details have been submitted on an Application Form to SHAKE Climate Change. The notice explains how their personal data is used by Rothamsted, including how it will be shared by Rothamsted with consortium partners and others.

The SHAKE Climate Change Entrepreneur Programme (“SHAKE”) has been developed by Rothamsted Research and its partners, Cranfield University, University College London and the University of Hertfordshire (together “the Consortium Partners”). Applications to SHAKE are being managed by Rothamsted Research (“Rothamsted”) while the Consortium Partners will be providing strategic input and scientific advisory and mentoring services to applicants.

If you have any questions please feel free to contact us using the contact details included at section 14.

This privacy notice describes how Rothamsted will collect and use the personal information contained in any SHAKE Climate Change application forms. Rothamsted is a world-leading, non-profit research centre that focuses on strategic agricultural science. We are a charity registered in England and Wales with registered charity number 802038.

We will collect personal information about you:

2.1 When you give it to us directly

This is the primary way in which we collect personal data from you, i.e. when a SHAKE Climate Change Application Form is submitted on behalf of your organisation, which contains personal data about you as a representative of your organisation. We will also collect your personal information if you contact us directly in relation to SHAKE or any other matter.

2.3 When it is publicly available

Your personal information may be available to us from external publicly available sources. This includes information available on company or institutional websites.

The personal information we collect may include but is not limited to the following information about you:

3.1 Your full name and contact details, including email address;

3.2 Information you provide in connection with your application to SHAKE Climate Change which may include details of your education and work experience, employment history and information about your experience in relevant areas

3.3 Any additional background information which you provide to us on the Application Form relating to what motivates you in relation to your start-up idea/ project

3.4 Information about your professional status and role and any specialist skills.

We do not intentionally collect your sensitive personal information (also known as special category personal data). Sensitive personal information includes but is not limited to information about your health, race, religion, sexual orientation or ethnicity.

In exceptional instances we collect sensitive personal information about you when you voluntarily provide us with that information in your responses to the Application Form, but we ask that you do not submit any sensitive personal information when submitting you Application Form to SHAKE.

Rothamsted will use your personal information:

5.1 To process your organisation’s application to SHAKE Climate Change, including the evaluation of your application

5.2 To respond to your questions or comments

5.3 To make referrals to other Consortium Partners who can assist with the assessment of your application and, where relevant, the provision of support and services to you

5.4 To maintain our organisational records

5.5 To enable us to monitor progress and evaluate the effectiveness of SHAKE Climate Change with the Funder

5.6 To contact you to update you on the progress or success of your application

5.7 For research purposes so that we can identify key trends or findings in connection with our programs and projects

5.8 To satisfy legal obligations which are binding on us

5.9 For the prevention of fraud or misuse of our service or the support offered as part of SHAKE

5.10 For the establishment, defence of enforcement of legal claims

5.11 To make referrals to external investors or businesses that act in an advisory capacity who can assist through provision of support and services to you during the SHAKE Climate Change programme.

Under data protection legislation, we are required to rely on one or more lawful grounds to collect and use the personal information that we have outlined above. We consider the grounds listed below to be relevant:

6.1 Legal obligation

Where the processing of your personal information is necessary for us to comply with a legal obligation to which we are subject.

6.2 Contractual relationship

Where it is necessary for us to use your personal information in order to perform a contract to which you are a party (or to take steps at your request prior to entering a contract).

6.3 Legitimate interests

We rely on this basis where applicable law allows us to collect and use personal information for our legitimate interests and the use of your personal information is fair, balanced and does not unduly impact your rights. For instance, it is in our legitimate interest to use personal information in association with planning of, delivery of and monitoring of participation in SHAKE Climate Change.

6.4 Consent

We may obtain your consent to use your personal information in certain circumstances. We will ensure that when we obtain your consent you are free both to give it and to decline to give it. Additionally, you may always withdraw your consent at any time without any further detriment to you.

Any personal information that you provide when you submit your application may be shared by us with the following third parties:

7.1 Providers of support services to Rothamsted but only if the sharing of your personal information is necessary to carry out such support services and such third parties are required to use any personal information they receive in accordance with our instructions;

7.2 The Consortium Partners to assist us to deliver SHAKE Climate Change; and/ or

7.3 Mentors, experts and other third parties who may be offering support to you and your organisation as part of SHAKE Climate Change.

We additionally reserve the right to disclose your personal information to third parties:

7.4 In the event that we buy or sell any business or assets, in which case we will disclose your personal information to the prospective buyer or seller or such business or assets;

7.5 If substantially all of our assets are acquired by a third party, personal information held by us may be one of the transferred assets;

7.6 For auditing purposes e.g. finance audits where we employ chartered accountants;

7.7 If we are under any legal or regulatory obligation to do so; and

7.8 In connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our or a third party’s legal rights or to seek advice in relation to legal compliance;

7.9 To assist us with the organisation of events and other activities and/or administrative services relating to SHAKE Climate Change.

We do not sell or lease your personal information to any third parties.

If you provide any personal information to any of the Consortium Partners or any organisations or individuals involved in the provision of support through SHAKE Climate Change, for instance specialist advisors or mentors, the personal information you provide will be collected by, and controlled in accordance with, the privacy notices of those third parties.

We recommend that you familiarise yourself with the privacy notices and practices of any such third parties. PLEASE NOTE THAT THIS PRIVACY NOTICE RELATES ONLY TO ROTHAMSTED AND DOES NOT ADDRESS THE PRIVACY PRACTICES OF ANY THIRD PARTIES INVOLVED IN SHAKE Climate Change

Certain countries have rules around the transfer of personal information and require us to ensure that personal information remains protected according to appropriate standards. If you are located in the UK or the EU, please note that certain countries outside of the UK or EU have a lower standard of protection for personal information, including lower security protections. In such cases, where your personal information is transferred, stored, and/or otherwise processed outside the UK or EU in a country which does not offer an equivalent standard of protection to the UK or EU, we will take all reasonable steps necessary to ensure that the recipient implements appropriate safeguards designed to protect your personal information.

If you have any questions about the transfer of your personal information, please contact us tinne.midtgaard@rothamsted.ac.uk.

Rothamsted takes reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We restrict access to those who have a need to know and we train staff in handling the information securely. Rothamsted will store all the personal information you provide on secure servers. Unfortunately there is no such thing as perfect security in the online environment. As a result we cannot and do not guarantee the security of any information you transmit to us through or in connection with the website.

If you believe that your interaction with us is no longer secure please immediately notify us by contacting us at tinne.midtgaard@rothamsted.ac.uk.

We will keep your personal information for as long as necessary:

  • 11.1 To comply with any statutory or regulatory requirements we are subject to under applicable law;
  • 11.2 To fulfil the purposes for which the personal information was collected;
  • 11.3 To defend our or a third party’s legal rights. For instance, we will generally remove your personal information from our records six years after the date that it was collected since that is the period of limitation for bringing actions against us under UK law; and/or
  • 11.4 To comply with any conditions which are attached to funding that we have received;
  • 11.5 To provide you with the benefits we offer to members of our Alumni if you opt to join our Alumni scheme. If you do become an Alumni member, we will provide you with a separate privacy notice outlining how we will process your personal information including how long we will keep it for

If you have any questions about the retention periods for holding your personal information, please contact us using the details at section 14 below.

Please note that we will honour your requests to exercise your rights to the extent possible and required under applicable law. Certain of these rights may only be available to you if you are located in the UK or the EU when you access our website or otherwise engage with us.

You have the right to:

  • 12.1 Ask us for confirmation of what personal information we hold about you, and to request a copy of that information. If we are satisfied that you have a legal entitlement to see this personal information, and we are able to confirm your identity, we will provide you with this personal information.
  • 12.2 Withdraw your consent at any time if we have relied on consent as the lawful ground to use your personal information.
  • 12.3 Request that we delete the personal information we hold about you, as far as we are legally required to do so.
  • 12.4 Ask that we correct any personal information that we hold about you which you believe to be inaccurate.
  • 12.5 Object to the processing of your personal information where we: (i) process on the basis of the legitimate interests ground; (ii) use the personal information for direct marketing; or (iii) use the personal information for scientific or historical research or statistical purposes.
  • 12.6 Ask for the provision of your personal information in a machine-readable format to either yourself or a third party, provided that the personal information in question has been provided to us by you, and is being processed by us: (i) in reliance on your consent; or (ii) because it is necessary for the performance of a contract to which you are party; and in either instance, we are processing it using automated means.
  • 12.7 Ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate use. Please note that you also have the right to lodge a complaint with your local data protection authority about how we use your personal information if you are located in the UK or the EU. Please always consider raising your concern with us first by contacting us using the contact details in section 14 below.

Rothamsted may update this privacy notice by posting a new version on our website. If we update this privacy notice in a way that significantly changes how we use your personal information, we will bring these changes to your attention. Otherwise, we would recommend that you periodically review this privacy notice to be aware of any other revisions.

You can also contact Rothamsted’s Company Secretary Louise Warren if you have any questions about this privacy notice or our treatment of your personal information:

Email: Louise.Warren@rothamsted.ac.uk

Telephone: +44 (0)1582 938523

Post: Rothamsted Research, West Common, Harpenden, Hertfordshire AL5 2J



Version 1.0

Dated 20.08.2019