Section 1: Identity and Contact Details of the Data Controller
DATAMIND is the UK Health Data Research Hub for Mental Health, hosted by Swansea
University and supported by partners across the UK.
Swansea University is the Data Controller for the DATAMIND website and related
communications and is committed to protecting the rights of individuals in line with the
Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).
Section 2: Contact Details of the Data Protection Officer
Swansea University has a Data Protection Officer who can be contacted via email:
dataprotection@swansea.ac.uk
For general or DATAMIND-specific data protection queries, you can also contact:
datamind@swansea.ac.uk
Section 3: What Information Do We Collect About You?
We collect and process the following types of personal data through our website and
activities:
1. Information you provide directly to us:
• Details you provide through online forms (such as your name, email address,
organisation, job title, and message content).
• Information submitted when subscribing to newsletters or updates.
• Details provided when registering for events, webinars, or other activities (for
example, your name, organisation, contact information, accessibility
requirements, or dietary preferences).
• Any information you choose to share with us when contacting us by email,
phone, or other channels.
2. Information collected automatically:
• Technical data such as your IP address, browser type and version, device
information, operating system, and referral source.
• Website usage data, including pages visited, time spent on site, and navigation
patterns, collected through cookies, analytics, and similar technologies.
3. Information from third parties:
• Data received from event partners, marketing platforms, or publicly available
sources (e.g., LinkedIn or company websites) where applicable.
Section 4: How Will Your Information Be Used?
We use personal data for the following purposes:
• To respond to your enquiries and provide information about DATAMIND’s work
and research activities.
• To manage subscriptions and send newsletters, updates, or invitations (where
you have opted in to receive them).
• To manage event and webinar registrations, including sending joining
instructions, follow-up materials, or attendance certificates.
• To monitor, maintain, and improve our website, digital platforms, and online
services, including through the use of analytics and feedback
• To support stakeholder engagement and collaboration within the DATAMIND
network and with our partners, researchers and wider community.
Your data will not be used for automated decision-making or profiling.
Section 5: What Is Our Legal Basis for Processing Your Personal Data?
We rely on the following lawful bases under Article 6 of the UK GDPR:
• Public Task – to operate, maintain, and promote DATAMIND, respond to
enquiries, support stakeholder engagement, and improve our services and
digital platforms.
• Consent – when you opt in to receive newsletters, event communications, or
specific updates.
• Legal obligation – where we are required to retain certain records for audit or
compliance purposes.
If we process any special category data (such as information relating to health,
accessibility, or dietary requirements) for DATAMIND-only or DATAMIND/MQ joint
events, this will be done on the basis of your explicit consent under Article 9(2)(a) of the
UK GDPR.
You have the right to withdraw your consent at any time by contacting us at
datamind@swansea.ac.uk
Section 6: Who Receives Your Information?
Information about you may be shared with:
• Swansea University IT and administrative teams who manage DATAMIND’s
systems and services.
• Website hosting, analytics, or email distribution providers such as , Mailchimp,
Microsoft, Google Analytics or other approved platforms, used to manage
communications and monitor website performance.
• Approved third-party plugins or tools integrated with our WordPress website (for
example, form submission, security or accessibility features).
• Event management or webinar platforms used to organise and deliver DATAMIND
events, workshops and meetings.
• Partner organisations within the DATAMIND collaboration, where sharing is
relevant, necessary, and in accordance with applicable data protection laws.
All third parties are required to handle your information securely and only process it in
line with DATAMIND’s instructions and data protection obligations.
We do not sell or share your personal data for marketing purposes.
Section 7: Any Transfers to Third Countries and the Safeguards in Place
If any personal data is transferred outside the UK (for example, via cloud or analytics
providers), this will only occur where adequate safeguards are in place that comply with
the UK GDPR – such as standard contractual clauses or an adequacy decision.
Section 8: How Long Will Your Information Be Held?
We retain personal data only for as long as necessary to fulfil the purposes for which it
was collected, including any legal, reporting, or audit requirements. Where applicable,
we follow the UKRI retention policy, which recommends keeping records for a
minimum of 10 years after the completion of a study or programme, unless a shorter
period is required by law.
After this retention period, personal records are securely deleted or anonymised.
We also regularly review the information we hold to ensure it is accurate, up to date, and
securely removed when no longer required.
Section 9: Automated decision making and profiling
We do not use automated decision-making or profiling that produces legal or similarly
significant effects on individuals.
Section 10: Security of Your Information
Swansea University and DATAMIND apply appropriate organisational and technical
measures to protect your personal data from unauthorised access, loss, or misuse.
Access to your data is limited to staff and trusted service providers who require it to
perform their duties.
Section 11: What Are Your Rights?
Under the UK GDPR, you have the following rights:
• To access a copy of your personal data.
• To request correction, deletion, or restriction of your data.
• To withdraw consent (where processing is based on consent).
• To object to processing where we rely on legitimate interests.
• To request data portability (where applicable).
To exercise your rights, please contact:
dataprotection@swansea.ac.uk
Further information on individual rights is available on the Swansea University Data
Protection webpages.
Section 12: How to Make a Complaint
If you are unhappy with how your personal data has been processed, you may contact
the University Data Protection Officer using the details above.
If you remain dissatisfied, you can contact the Information Commissioner’s Office
(ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: www.ico.org.uk
Section 13: Updates to This Notice
This privacy notice is reviewed regularly and updated as needed. Any changes will be
posted on the DATAMIND website.
Last updated: October 2025
