The University actively seeks to preserve the privacy rights of those individuals that share information with the University.  The personal data which you provide to the University will be processed in accordance with UK data protection legislation, specifically UK GDPR and the Data Protection Act 2018.

What is the purpose and legal basis of the processing?

Academy Restaurant provides dining experiences, events and related services. Personal data is processed to manage reservations, respond to enquiries, administer events, send newsletters where consent is provided, maintain website services, monitor website performance and comply with legal obligations.

The following lawful basis that applies to this processing is:

UK GDPR Article 6.1(a) – the data subject has given consent to the processing.

UK GDPR Article 6.1(b) – processing is necessary for the performance of a contract.

UK GDPR Article 6.1(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

For processing special category data, our legal basis for processing is:

UK GDPR Article 9(a) – explicit consent

UK GDPR Article 9(g) – reasons of substantial public interest (with a basis in law)

Data Protection Act 2018, Schedule 1, Part 2, Para 16 – Support for individuals with a particular disability or medical condition.

How the University collects your personal data

Academy Restaurant collects information when you make a reservation through ResDiary, contact us by email, telephone or website forms, register for events, subscribe to newsletters, interact with the website or provide dietary or accessibility requirements. Certain technical information is collected automatically through cookies and similar technologies.

Change of Purpose

The University will only use your personal data for the purposes for which it collected in, unless the University reasonable considers that it needs to use the personal data for another reason and that reason is compatible with the original purpose.  If the University needs to use your personal data for an unrelated purpose it shall notify you and explain the legal basis for which allows the University to do so.

How long does the University hold your personal data?

Personal data collected as part of the Academy Restaurant will be retained in line with the University’s Retention and Disposal Schedule includes guidance on retention and disposal periods.

View a copy of the schedule

Categories of personal data processed by the University

Personal Data

The University may collect, use, store and transfer the following types of personal data as part of this processing:

• Name
• Email Address
• Telephone Number
• Reservation details
• Event registration details
• Customer enquiry information
• Marketing preferences
• Newsletter subscription information
• IP address

Special Category Data

“Special Categories” or particularly sensitive personal information, such as information about your health, racial or ethnic origin, sexual orientation require higher levels of protection.  The following categories of special category data will be processed:

Health Data

Academy Restaurant may process information relating to food allergies, dietary requirements, accessibility requirements or other health-related information necessary to provide a safe dining experience. This information is processed only where necessary and shared only with staff requiring the information to fulfil the booking.

Who does the University share your data with?

The University shares personal data with third parties where necessary for the purposes of the processing and where there is a legal basis to do so.  Where information is shared with such third parties, the University will seek to share the minimum amount necessary.

As part of this processing personal data may be shared with ResDiary for reservation management, Mailchimp for newsletter communications, website hosting and support providers, relevant Ulster University departments, professional advisers and public authorities where required by law.

International Transfers

Some service providers may process personal data outside the United Kingdom. Appropriate safeguards will be implemented to ensure compliance with UK data protection legislation.

Your rights as a Data Subject

As a University data subject you have the right to:

• Access and obtain a copy of your personal data on request
• Require the University to change incorrect or incomplete personal data
• Require the University to delete or remove your personal data, for example where the data is no longer necessary for the purposes of processing.  
  Note, however that the University may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request
• Object to the processing of your personal data where the University is relying on its legitimate interests as a legal ground for processing
• Where the University is relying upon consent to process your personal data, you may withdraw your consent at any time; and ask the University to stop processing personal data for a period if the personal data is inaccurate or there is a dispute about whether or not your interests override the University’s legitimate grounds for processing the personal data.

Further information and your right to complain

Get further information in respect of the University’s practice in respect of data protection and our Data Protection Policy.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request the University transfer a copy of your personal information to another party, please contact the University’s Data Protection Officer,

Eoin Coyle
Data Protection & Information Compliance Manager
c/o Ulster University, Room L132
Coleraine
BT52 1SA

02871 675525

gdpr@ulster.ac.uk

If you are not satisfied with how the University is processing your personal data, you can make a complaint to the ICO.  Further information about your data privacy rights are available on the ICO’s website.