World 100 Tracker Privacy Notice

WHO ARE WE?

We are The World 100 Reputation Network; the only professional network for reputation managers in the world’s best universities, exploring reputation, communications, strategy, crisis, marketing and international partnerships.

We are based at:
The World 100 Reputation Network
26 Red Lion Square
London
WC1R 4HQ

Any queries relating to data protection can be addressed to our Data Protection Officer at info@theworld100.com

OUR ROLE

The World 100 Reputation Network is a controller of your data, that means we are trusted to look after and deal with your personal information in accordance with this policy. We determine the ways and means of processing and must therefore be accountable for it.

We will ensure that all personal information supplied is processed in accordance with applicable Data Protection legislation and industry guidance including:

  • The EU General Data Protection Regulation (GDPR) 2018
  • UK GDPR
  • Data Protection Act 2018
  • Market Research Society’s (MRS) Code of Conduct
  • ICC/ESOMAR (European Society for Opinion and Marketing Research) International Code on Market and Social Research

YOUR RIGHTS

You have rights in respect of our processing of your personal data.

You have the right to ask us for copies of your personal information.

Your right to rectification: You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing: You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing: You have the right to object to our processing your information in certain circumstances. Your right to object to marketing is absolute.

Your right to data portability: In some circumstances you have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if you gave us the data, and if we are processing information based on your consent or under a contract, or in talks about entering into one, and the processing is automated.

If you want to exercise any of these rights, please just contact us on info@theworld100.com

You also have the right to lodge a complaint about our processing with a supervisory authority — in the UK that is the ICO whose details are here: https://ico.org.uk/make-a-complaint/

We are currently in the process of appointing a European representative and will update this notice when the representative is confirmed.

TECHNICAL AND OPERATIONAL SECURITY

All data is password protected, access controlled and backed up securely. Encryption is used where appropriate.

Data Protection training is carried out by all employees to ensure that they are aware of their obligations related to data privacy.

‘Least privilege’ access is applied across the business to ensure that users do not have access to data that they do not need to have.

Single Sign-On and 2-Factor Authentication is used across the business to ensure that access to tools and services are securely protected.

All devices used in the process of the work carried out across the organization are actively secured and managed using enterprise mobility management technology.

WHAT HAPPENS IF OUR NETWORK CHANGES HANDS?

We may, from time to time, expand or reduce our network and this may involve the sale and/or the transfer of control of all or part of our network. Any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, depending on the lawful basis, be permitted to use that data only for the same purposes for which it was originally collected by us.

In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes.

CHANGES TO OUR POLICY

We may change this Privacy Notice from time to time (for example, if the law changes). We recommend that you check this page regularly to keep up-to-date. If we make any material changes to the manner in which we process and use your personal data, we will contact you to let you know about the change.

TELL ME MORE

To see more about how we use your personal data read the notice or notices which apply best to your relationship with us:

As an academic, we will process your contact details, the country you are currently working in, which institution you work at, the country in which you were born, your broad academic field, when your work was last published and the answers to any other survey questions you have provided.

The contact details are used purely to send you the original survey and these will have been sourced from contacts stored on either the network’s database or on the universities’ own individual databases. No contact information is shared in either direction between the network and the universities.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

As an education agent or student sponsor, we will process your contact details, your role, the main regions you are recruiting from, the number of world-ranked universities you are representing, the country you are from and the answers to any survey questions you have provided.

The contact details are used purely to send you the original survey and these will have been sourced from contacts stored on either the network’s database or on the universities’ own individual databases. No contact information is shared in either direction between the network and the universities. We will also process your contact details if you choose to participate in the optional prize draw (if applicable), which will be on the basis of consent. A prize draw privacy notice is available upon request or at the point of undertaking the research.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

As a senior staff member of a company or charity with recruitment responsibilities, we will process the type of organisation you work for, where the organisation is based, the number of employees the organisation has and the answers to any survey questions you have provided.

Your contact details are not shared with us and are maintained only by the external supplier or by a member university that invited you to participate in this survey.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

As an opinion former, we will process your contact details, the type of organisation you represent, your domicile (Scotland, England, Wales, Northern Ireland, international) and the answers to any other survey questions you have provided.

The contact details are used purely to send you the original survey and these will have been sourced from contacts stored on either the network’s database or on the universities’ own individual databases. Only contact information sourced from public domains is shared by us with the member universities. The member universities are responsible for reporting back any information requests, such as removal from the database, from contacts.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

As a prospective student, we will process your domicile (Scotland, England, Wales, Northern Ireland, international), your country or postcode area and the answers to any other survey questions you have provided. We will also process your contact details if you choose to participate in the optional prize draw (if applicable), which will be on the basis of consent. A prize draw privacy notice is available upon request or at the point of undertaking the research.

Your contact details are not shared with us and are maintained only by the external providers that invited you to participate in this survey.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

As a teacher or careers advisor, we will process your region, your role in the school, the type of school you work in and the answers to any other survey questions you have provided.

Your contact details are not shared with us and are maintained only by the external provider that invited you to participate in this survey.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

As a parent of a year 12 or 13 student, we will process your region, your gender, the type of school your child attends, whether you have a university education and the answers to any other survey questions you have provided.

Your contact details are not shared with us and are maintained only by the external providers that invited you to participate in this survey.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

As a member of the general public, we will process your ethnicity, your gender, your social class, your age, your region and the answers to any other survey questions you have provided.

Your contact details are not shared with us and are maintained only by the external providers that invited you to participate in this survey.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

As a member of staff at a member university, we will process your role, the extent to which you represent your university, the campus you work at, your department within the university and the answers to any other survey questions you have provided.

Your contact details are not shared with us by your university.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

As a current student at a member university, we will process your domicile, your level of study, your current year of study and the answers to any other survey questions you have provided. We will also process your contact details if you choose to participate in the optional prize draw, which will be on the basis of consent. A prize draw privacy notice is available upon request or at the point of undertaking the survey.

Your contact details are not shared with us by your university.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

As an alumnus from a member university, we will process your year of graduation, your level of study whilst attending the university, the extent to which you support the university, where you currently live and the answers to any other survey questions you have provided. We will also process your contact details if you choose to participate in the optional prize draw, which will be on the basis of consent. A prize draw privacy notice is available upon request or at the point of undertaking the survey.

Your contact details are not shared with us by your university.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across world-class universities within the global higher education market.

LAWFUL BASIS FOR PROCESSING

Our lawful basis for processing your data is legitimate interest. In your role, you will not be surprised to hear from us. Our legitimate interest balancing test indicates that this is a legitimate purpose: you would not be surprised to hear from us based on the nature of your job role or studies, and our processing does not cause any harm or risk to you as a data subjects.

DATA SHARING AND TRANSFER

Like most entities, we use a number of other companies as part of our data processing, for example cloud services and research tools. We have Data Processing Agreements in place with these providers. Where data is transferred outside of the UK & EEA, we ensure that appropriate protection and mechanisms are in place, for example, Standard Contractual Clauses. We do not sell your data to anybody.

RETENTION PERIOD

Contact data is processed only for the time taken to prepare and send the research questionnaire. Responses are deleted from the survey tool after 18 months of the survey closing and aggregated prior to reporting to ensure anonymity.