This privacy policy will explain how the organisers of The Great Conjunction 2020 ("us", "we", or "our") use the personal data we collect from you when you use our website, contact us via email, or sign up for our email updates. The organisers of the event are staff of the University of Exeter (whose privacy policy can be found here) and Exeter Science Centre (whose privacy policy can be found here).

We do not knowingly collect personal data from children under 13 years of age. If you believe we have inadvertently collected such data, please do contact us so we can remove it.

What data do we collect?

The Great Conjunction 2020 team collects the following data:

• Relevant personal identification information (such as name and email address) that you provide us with.
• Information regarding our interactions with you, for example emails.
• Information regarding your interactions with our website.

Note that while we do automatically receive and store information from our server logs from your web browser or device, which may include your IP address, date & time of access and browser and / or device you are using to access the website, we do not collect and / or use cookies for any analytics service; such as "Google Analytics".

How do we collect your data?

You directly provide us with most of the data that we collect. We may collect and process data when you:

• Contact us via email.
• Voluntarily sign up to our newsletters or fill in our surveys / questionnaires.
• Use our website.

We may also received your data indirectly from the following sources:

• Individuals or organisations who pass on your contact details for the purpose of contacting you, for discussions or collaborations.

How will we use your data?

We collect your data so that we can:

• Contact you via email regarding a discussion or collaboration.
• Send you emails relating to the event that you have signed up for.
• Report on our activities, such as for impact reporting. All data in this case is anonymised.

Whenever we access your data, we do so for the purpose of running our event. We will not share your data with any third parties except those which will process your data for our outreach purposes, e.g. for sending you an email or newsletter.

Certain types of personal data that we may collect, such as age, gender, racial or ethnic origin, will always be anonymised if used for external reporting. This data, if collected, is only used to indicate the demographics of the people that we interact with, for example during our public engagement activities, and we use this to ensure that we are working with people from all backgrounds.

How do we store your data?

We use appropriate safeguards to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same.

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work one of our service providers. By submitting your personal data, you agree to this transfer, storing or processing.

We use Google for file storage and certain forms (e.g. registering your interest) and their privacy policy is here. If you contact us on social media platforms (such as Facebook, Twitter or Instagram) you are agreeing to their privacy and data processing policies by contacting us through these methods.

How long will we store your data?

Your data will be retained for as long as is required to:

• Send email communications leading up to, during and after the event.
• Report on the impact that results from this outreach event.
• If you chose, inform you of future outreach events from either the University of Exeter Astrophysics Group and / or Exeter Science Centre.

Once these criteria have been achieved, your data will be safely disposed of.

What are your data protection rights?

The Great Conjunction 2020 team would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request The Great Conjunction 2020 team for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request The Great Conjunction 2020 team to complete the information you believe is incomplete.

The right to erasure – You have the right to request that we erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact our webmaster at smorrell@astro.ex.ac.uk.

Privacy policies of other websites

The Great Conjunction 2020 website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

We regularly review our privacy policy, and will place any updates on this webpage. This privacy policy was last updated 21 October 2020.

How to contact us

If you have any questions about our privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact our webmaster at smorrell@astro.ex.ac.uk.

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that we have not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office (www.ico.org.uk).