NERC information notice

Data controller

The data controller is NERC whose head office address is:

NERC
Polaris House
North Star Avenue
Swindon
Wiltshire
SN2 1EU

NERC is the current legal entity for its component research centres:

  • British Antarctic Survey
  • British Geological Survey
  • Centre for Ecology & Hydrology
  • National Oceanography Centre

NERC complies with the UK Data Protection Act 1998 and any information gathered will be handled in line with the requirements of the act.

Data protection officer

The NERC data protection officer is:

Mark Hinder
Information Governance Manager
Polaris House
North Star Avenue
Swindon
Wiltshire
SN2 1EU

Data processing

Any data gathered will be processed in order to provide you with the service required of NERC. We will indicate which information fields are essential for fulfilling your requirements. This is usually done by marking the information fields as compulsory at the point of data capture.

NERC uses the UK Shared Business Services (UK SBS) as a data processor. Your data may be passed to them for handling. This will be relevant should your data be used, for example, in order to make a payment to you or for employment purposes.

NERC requires UK SBS to report all information security incidents and events resulting in the loss of, or potential loss of, personal data at the earliest available opportunity. The UK SBS are also required to be complicit with the act and their information notice can be found on the UKSBS website - external link - .

Your data will be held in accordance with the NERC retention schedule (available on request). This may be determined by the legitimate business interests of NERC which in turn may be as a result of the requirements of our parent government department Department for Business, Energy & Industrial Strategy (BEIS), where, amongst other things, statistical analysis and data interpretation may be required. If the reasons for the use of the information held fundamentally changes or would not be considered as being within NERC's legitimate business interests you will be notified.

On occasions, NERC may be required to process personal data other than for the purposes for which it was collected. NERC defines its legitimate business interests as those which enable it to fulfil the requirements of its Royal Charter in the pursuit of scientific excellence. This may including employee monitoring for safety or management purposes and for IT and network security.

The processing of personal data will be fair and lawful where it is necessary for NERC's legitimate interests, provided this is not overridden by the interest of the data subject. NERC aims to establish a balance between the interests of both parties.

In providing information to NERC it is understood that this provision is made freely and willingly and that you consent to the use of the data for the purposes for which it was intended.

Access to personal information

As a data subject you have the right of access to the information held about you. If you wish to see the information NERC holds about you a Subject Access Request (SAR) should be submitted to the data protection officer. Under the terms of the act NERC reserves the right to charge for information released under a SAR. If we invoke this right you will be notified accordingly.

You also have the right to object to the manner in which the data we hold about you is processed and for your data to be removed from our system when this is outside of the published data retention schedule. If you wish to have your records removed or you wish to question the manner in which your data is processed please address your request or concerns to the data protection officer.

Social media

Information collected via social media is subject to the processing rights of the platform on which it is collected. In line with the current disclaimers and terms of use of the service provider NERC cannot guarantee that your information will not be stored outside of the UK or the European Economic Area (EEA) nor that it will be subject to access by the security agencies of the country in which the data is stored.

Complaints

If you are not happy with the way in which your personal data has been processed you have the right to complain. Complaints should be addressed to the NERC complaints officer, Alison Robinson, Director of Corporate Affairs, either by letter (at the above address) or email to

If you are not satisfied with the complaints officer's response you have the right to complain to the Information Commissioner if you believe that your data has been collected, processed or retained inappropriately. Complaints to the Information Commissioner should be addressed to the commissioner at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF