1. Introduction

This form is provided through the University of Portsmouth’s Drupal content management system. By submitting information through this module, you agree that the University may collect, store, and process your personal data in line with the purposes stated below and in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

 

2. What data we collect

The data collected through this form may include:

  • Personal identification details (e.g. name, email address)

  • Information relevant to the purpose of the form (e.g. enquiry details, feedback, project information)

  • Technical information such as IP address, browser type, and timestamp of submission (collected automatically for security and diagnostic purposes)

We will only collect data that is necessary for the operation, administration, or delivery of the service linked to this form.

 

3. How your data is used

Your data will be used solely for the purpose stated on the page where this form appears. Typical purposes include:

  • Gathering feedback and insights

 

Your data will not be used for automated decision-making or profiling beyond what is required for system security or performance monitoring.

 

4. Data security and encryption

The University of Portsmouth takes appropriate technical and organisational measures to protect your data. These include:

  • Secure transmission of data using HTTPS encryption

  • Secure storage within University-managed hosting or approved cloud environments

  • Role-based access controls to ensure only authorised staff can access submissions

  • Logging and monitoring for security and performance

  • Regular security reviews and updates to the Drupal platform, modules, and server infrastructure

Where third-party modules are used, they are reviewed and maintained following the University’s security assessment processes.

 

5. Data retention

Your personal data will be retained only for as long as necessary to fulfil the purpose for which it was collected or as long as required by law or University policy. After this period, your data will be securely deleted or anonymised.

 

6. Sharing of data

Your data will only be shared:

  • With relevant University of Portsmouth staff involved in processing your request

  • With trusted third-party service providers where required for system operation (e.g. Drupal hosting providers), and only under appropriate data-processing agreements

Your personal data will not be sold or shared with external organisations for marketing purposes.

 

7. Your rights

Your personal data is managed in accordance with the UK GDPR and you have the following rights:

  • Right of access — to request a copy of the personal data we hold about you (Subject Access Request).

  • Right to object — to object to processing where it is likely to cause damage or distress.

  • Right to rectification — to request the correction of inaccurate or incomplete data.

  • Right to restrict processing — to request that we limit how your data is used.

  • Right to erasure — to request that your data be deleted, where applicable (right to be forgotten).

To exercise any of these rights, or to request further information, please contact:

Samantha Hill
Data Protection Officer, University of Portsmouth
Tel: 023 9284 3642
Email: data-protection@port.ac.uk

You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office (ICO), if you believe your data has been processed unlawfully.

 

8. Changes to this statement

The University may update these Terms & Conditions periodically to reflect changes in legal requirements, security standards, or system functionality. The latest version will always appear on this page.