Privacy Notice
How we collect, use, and protect your data
Last updated: January 2025
Data Controller
SOAS University of London
Thornhaugh Street, Russell Square
London WC1H 0XG, United Kingdom
Project Lead: Dr Christopher Gerteis
Email: cg24@soas.ac.uk
What Data We Collect
1. Website Analytics (Aggregate Only)
We use cookieless, privacy-focused analytics that collect only aggregate data about page views and general usage patterns. No individual visitors are tracked or identified.
2. Learner Evaluation Surveys (Adults 18+ Only)
If you complete our voluntary learner survey, we collect:
- Survey responses: Your answers to questions about background, learning experience, and feedback
- Timestamp: When the survey was submitted
- Email address (optional): Only if you consent to follow-up contact
- Testimonial (optional): Only if you choose to provide one
📋 Anonymous by Default
The learner survey is anonymous by default. We do not collect any identifying information unless you explicitly choose to:
• Provide your email address for follow-up contact
• Provide a testimonial with attribution
If you choose these optional elements, your data is no longer anonymous. You may withdraw within 30 days by emailing with your approximate submission date/time.
3. Educator Feedback (Aggregate Observations)
If you are an educator providing feedback, we collect:
- Teaching context: Institution type, learner level (broad categories), group size (ranges)
- Institution name (optional): Only if you choose to provide it
- Usage information: How you used the resource, which modules
- Aggregate observations: Your overall impressions of learner engagement, learning outcomes, and impact
- Testimonial (optional): Only if you choose to provide one
- Email address (optional): Only if you wish to be contacted for follow-up
Important: The educator feedback form collects your observations as an educator about how the resource was received by your learners as a group. It does not collect any information about individual students. Educators are instructed not to include student names, demographics, disability information, or any identifying details. Any inadvertently submitted student data will be redacted or deleted.
4. Practitioner Survey (Heritage Professionals)
If you are a museum or heritage professional completing the practitioner survey, we collect:
- Professional context: Institution type, role, region
- Institution name (optional): Only if you choose to provide it
- Usage information: How you engaged with the resource professionally
- Professional value ratings: Your assessment of the resource's relevance to heritage practice
- Testimonial (optional): Only if you choose to provide one
- Email address (optional): Only if you wish to be contacted for follow-up or case study development
Legal Basis for Processing
| Data Type | Legal Basis | Purpose |
|---|---|---|
| Website analytics | Legitimate interest | Improve the resource |
| Learner surveys | Consent | Evaluate educational impact; REF 2029 impact evidence |
| Educator feedback | Consent | Improve resource; document educational impact |
| Practitioner surveys | Consent | Document sector impact; REF 2029 impact evidence |
How We Use Your Data
- To evaluate the effectiveness of this educational resource
- To compile aggregate statistics for research impact assessment (REF 2029)
- To improve the resource based on feedback
- To contact educators who have opted in for follow-up conversations
Data is reported only in aggregate form. Individual responses are never published or shared in identifiable form.
Data Storage and Security
Survey Data
Survey submissions are processed and stored using Netlify Forms, which is hosted on servers located in the United States. Your data is protected in transit using TLS encryption.
International Transfers: Netlify processes data in the United States. This transfer is protected by Standard Contractual Clauses (SCCs) as approved by the European Commission and UK authorities. Netlify maintains appropriate technical and organizational security measures.
Data Retention
Survey Responses
Individual survey responses are retained for 30 days after submission, during which time withdrawal is possible. After this period, responses are aggregated and anonymized. Aggregate data may be retained indefinitely for research purposes.
Testimonials
Testimonials provided with consent for publication may be retained and used indefinitely for research impact reporting, unless you withdraw consent.
Contact Information
Email addresses provided for follow-up contact are retained only until the follow-up is complete or for a maximum of 12 months, whichever is sooner.
Your Rights
Under UK GDPR, you have the right to:
- Access — Request a copy of your data
- Rectification — Request correction of inaccurate data
- Erasure — Request deletion of your data (within 30 days; see withdrawal below)
- Restriction — Request limited processing of your data
- Object — Object to processing based on legitimate interest
- Data portability — Receive your data in a portable format
- Withdraw consent — Withdraw your consent at any time
Withdrawing Your Data
Learner Surveys
You may withdraw your survey response within 30 days of submission by emailing cg24@soas.ac.uk with the approximate date and time of your submission.
- We will locate and delete your survey response based on the timestamp
- If you provided an email address for follow-up, include this to help identify your submission
- After 30 days, responses are aggregated and individual withdrawal is no longer possible
Educator Feedback
You may withdraw your feedback within 30 days of submission by emailing cg24@soas.ac.uk with the approximate date and time of your submission. If you provided an email address or institution name, include this to help identify your submission.
Practitioner Surveys
You may withdraw your survey response within 30 days of submission by emailing cg24@soas.ac.uk with the approximate date and time of your submission. If you provided an email address or institution name, include this to help identify your submission.
Complaints
If you are unsatisfied with how we handle your data, you may contact:
SOAS Data Protection Officer
Email: dataprotection@soas.ac.uk
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Website: ico.org.uk
Phone: 0303 123 1113
Changes to This Notice
We may update this privacy notice from time to time. Significant changes will be noted with an updated "Last updated" date at the top of this page.
Contact
For questions about this privacy notice or how your data is processed:
Dr Christopher Gerteis
Email: cg24@soas.ac.uk