Privacy and cookies

Privacy notice

Who we are

The British Academy is a registered charity in England and Wales (charity number 233176). It has one wholly-owned trading subsidiary (Clio Enterprises Limited, company number 07595846). The British Academy manages an online Grants Management System called Flexi-Grant. This Privacy Policy applies to all the above entities. The registered address of the British Academy and its subsidiary is 10-11 Carlton House Terrace, London, SW1Y 5AH.

This privacy policy relates to information which is obtained by the British Academy and for which the British Academy is the data controller. The British Academy is committed to protecting and storing securely any personal and sensitive data held. We are reviewing our data management processes and we will be updating this privacy notice more fully in due course. In the meantime, please note that we are processing any personal and sensitive data held on the legal basis of legitimate interest.

Effective 23 May 2018.

Contact us

If you wish to opt out of any communications from the British Academy, please email web@thebritishacademy.ac.uk. If you have any questions, or if you would like to speak to us about the way in which we process your personal data, please email DPO@thebritishacademy.ac.uk.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113 (local rate) or 01625 545 745

Cookies

What are cookies?

A cookie is a small text file that is stored in your browser and will be transmitted back to the website that set it when your browser makes another request for something from that website. Some other technologies also store data on your device for transmission back to the originating website, or act to identify your device in future requests (for example, Local Storage and web beacons). These are not actually cookies, but our policy and the statements here apply to all such technologies.

This site uses cookies to improve your experience in a number of ways, and to enable us to see how well the site is serving the needs of the people that use it.

What cookies does the British Academy website set?

The General Data Protection Regulation (GDPR) requires website owners to have a legal basis for setting any cookies that contain “personal” data – “personal” being broadly defined to include anything that could identify an individual. It does not therefore cover all cookies, and there are several legal bases for their use when they are covered, but at the British Academy we seek to give you as much choice and control as possible over the cookies used on our site. To this end we seek your explicit consent for much of the functionality that would set cookies, which we seek through our cookie consent tool. This tool groups the cookies according to their purpose, using the categories that follow.

Necessary

These we regard as essential for the proper functioning of the website (and for nothing else), and we do not provide a means to turn them off. You can use browser controls to do this but may experience problems with the site as a result. The following table shows the necessary cookies that may be set during your visit, together with the domain that they are linked to and their function.

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Cookie 1

Analytics

These cookies let us monitor how many people come to the site and how they reached it, and then learn which pages they visit and how they interact with them. The cookies do not contain any sensitive information, only alphanumeric identifiers. Whilst identifiers are regarded as personal, the data are aggregated so we cannot see who has visited or what they have done.

Analytics are turned on by default when you visit the British Academy site, but can be turned off with our cookie control tool. They are first party cookies (that is, tied to the British Academy domain), which means that when you turn them off we can delete them from your browser. If you disable these cookies we cannot know that you have visited the site or improve how well it works for you. The following tables shows the analytics cookies that may be set during your visit.

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Cookie 2

Name Description Duration Data type
_hjClosedSurveyInvites Hotjar cookie that is set once a user interacts with an External Link Survey invitation modal. It is used to ensure that the same invite does not reappear if it has already been shown. 365 days Boolean true/false
_hjDonePolls Hotjar cookie that is set once a user completes a survey using the On-site Survey widget. It is used to ensure that the same survey does not reappear if it has already been filled in. 365 days Boolean true/false
_hjMinimizedPolls Hotjar cookie that is set once a user minimizes an On-site Survey widget. It is used to ensure that the widget stays minimized when the user navigates through your site. 365 days Boolean true/false
_hjShownFeedbackMessage Hotjar cookie that is set when a user minimizes or completes Incoming Feedback. This is done so that the Incoming Feedback will load as minimized immediately if the user navigates to another page where it is set to show. 365 days Boolean true/false
_hjSessionTooLarge Causes Hotjar to stop collecting data if a session becomes too large. This is determined automatically by a signal from the WebSocket server if the session size exceeds the limit. Session Boolean true/false
_hjSessionRejected If present, this cookie will be set to '1' for the duration of a user's session, if Hotjar rejected the session from connecting to our WebSocket due to server overload. This cookie is only applied in extremely rare situations to prevent severe performance issues. Session Boolean true/false
_hjSessionResumed A cookie that is set when a session/recording is reconnected to Hotjar servers after a break in connection. Session Boolean true/false
_hjid Hotjar cookie that is set when the customer first lands on a page with the Hotjar script. It is used to persist the Hotjar User ID, unique to that site on the browser. This ensures that behavior in subsequent visits to the same site will be attributed to the same user ID. 365 days UUID
_hjRecordingLastActivity This should be found in Session storage (as opposed to cookies). This gets updated when a user recording starts and when data is sent through the WebSocket (the user performs an action that Hotjar records). Session Numerical Value (Timestamp)
_hjTLDTest When the Hotjar script executes we try to determine the most generic cookie path we should use, instead of the page hostname. This is done so that cookies can be shared across subdomains (where applicable). To determine this, we try to store the _hjTLDTest cookie for different URL substring alternatives until it fails. After this check, the cookie is removed. Session Boolean true/false
_hjUserAttributesHash User Attributes sent through the Hotjar Identify API are cached for the duration of the session in order to know when an attribute has changed and needs to be updated. Session Hash
_hjCachedUserAttributes This cookie stores User Attributes which are sent through the Hotjar Identify API, whenever the user is not in the sample. Collected attributes will only be saved to Hotjar servers if the user interacts with a Hotjar Feedback tool, but the cookie will be used regardless of whether a Feedback tool is present. Session JSON
_hjLocalStorageTest This cookie is used to check if the Hotjar Tracking Script can use local storage. If it can, a value of 1 is set in this cookie. The data stored in_hjLocalStorageTest has no expiration time, but it is deleted almost immediately after it is created. Under 100ms Boolean true/false
_hjIncludedInPageviewSample This cookie is set to let Hotjar know whether that user is included in the data sampling defined by your site's pageview limit. 30 minutes Boolean true/false
_hjIncludedInSessionSample This cookie is set to let Hotjar know whether that user is included in the data sampling defined by your site's daily session limit. 30 minutes Boolean true/false
_hjAbsoluteSessionInProgress This cookie is used to detect the first pageview session of a user. This is a True/False flag set by the cookie. 30 Minutes Boolean true/false
_hjFirstSeen This is set to identify a new user’s first session. It stores a true/false value, indicating whether this was the first time Hotjar saw this user. It is used by Recording filters to identify new user sessions. Session Boolean true/false
_hjViewportId This stores information about the user viewport such as size and dimensions. Session UUID
_hjRecordingEnabled This is added when a Recording starts and is read when the recording module is initialized to see if the user is already in a recording in a particular session. Session Boolean true/false

Surveys and marketing

We use some additional tools to help us understand what visitors want and how they arrive at the website. Sometimes we run surveys (from Informizely) to ask people about their experience and what they might like to see on the site.

We also use a "pixel" from Facebook so we can tell when people have seen one of our promotions or campaigns on Facebook and so understand if they are working for us. This functionality is turned off by default, but if you enable it then it will help us to make a better site. The following table shows the cookies that may be set for surveys and marketing during your visit.

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Cookie 3

Maps and media

We embed some content on the site that comes from other services, namely maps (from Google Maps, to show our location), videos (hosted at YouTube) and audio (hosted by SoundCloud and Transistor.fm). When embedded like this they may set third-party cookies – that is, cookies associated with the domain of a host other than thebritishacademy.ac.uk. In addition, if you are logged into one of these services then cookies from their domains may already be on your device and will be exchanged with the service when your browser requests the media. Maps and media are turned off by default so that these third-party cookies are not set, but you can enable them if you want to see/hear the media or view the map.

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Cookie 4

Controlling cookies

The cookies itemised above, with the exception of the "necessary" category, can be managed with our cookie consent tool. You can toggle each category on or off as you please, and the tool should always be available at the lower left corner of the window for you to change your consents. Please note that the majority of cookies are "first party", meaning they are linked to the domain name of this website, and if you remove consent then the tool can delete them directly.

However the functions in the "Maps and media" category set third-party cookies and the consent tool cannot delete these once they are set. They are turned off by default, but should you enable them and subsequently wish to revoke consent and remove the cookies, you will need to do so via your browser settings or following the directions given by YouTube / Google and SoundCloud.

Fundraising privacy policy

Who does the British Academy collect data from?

Supporters

The British Academy generally collects personal data directly from supporters and donors, for example when donating, registering for newsletters or an event, or otherwise communicate with the Academy. This information is likely to include a name, contact details (including postal address, telephone number, email address) and information such as (but not limited to):

  • The nature of your relationship with the British Academy
  • Bank or payment card details, if provided to donate
  • Information about relevant events, activities, and products which the Academy deems of interest to you
  • Intention to leave a legacy: information regarding its purpose, or next of kin, which has been provided to the Academy
  • UK taxpayer status to enable the Academy to claim Gift Aid
  • Any other personal information provided to the Academy, including for the purposes outlined above

How much of this information the Academy collects will depend on the type of relationship we have with you and the information we compile during your relationship with us.

If you set up a direct debit directly with us your details will be held and processed by a third party – Moorepay. We do not keep financial data if your gift is made online. If you donate via our website, these details are processed by third parties Stripe and GoCardless, all domiciled in the UK and subject to the GDPR. This processing is governed by their own privacy policies.

We need to keep the details of financial transactions for seven years after the financial year of a donor’s last gift, in the event of a tax or banking enquiry. All other information about you will be kept while we have an ongoing relationship with you.

Certain types of personal information are in a special category under data protection laws, as they are more sensitive. Examples of this would be information about health, race, ethnicity, religious beliefs, political views. We only collect this type of information where there is a clear reason for us to do so, for example asking for health information if you are attending an event, or where we ask for information for the purpose of providing appropriate facilities or support.

We also collect your information when you give it to us indirectly via third parties, for example when you donate to us through other websites like Just Giving, Ticket Tailor, or the British Schools and Universities Foundation. These independent third parties will only share your information with us when you give consent and we will use your personal information, including your address and telephone number, for the purpose of contacting you in the future. You are free to change your contact preferences at any time.

We will use personal information to:

  • Provide any information requested or agreed, such as annual reports on funded areas
  • Personal invites to meetings and events that the Academy considers of interest
  • Manage donations including processing Gift Aid
  • Keep a record of support and any relationships with the Academy, including feedback
  • Contact preferences
  • Recording and honouring wishes, for example opt out of any specific data processing, or special requirements
  • Fulfil any legal, regulatory, or risk management obligations, such as undertaking due diligence before accepting substantial donations

Communications to donors and prospects

To help better understand donors, what they would like to support and preferred method of communication, the Academy uses a variety of research techniques. This helps the Academy be efficient and cost-effective with its resources and reduces the risk of someone receiving irrelevant or intrusive information.

We may use existing data from our database and combine this with information from publicly available sources, such as Companies House, the electoral register, the Charity Commission’s Register of Charities, Who’s Who, LinkedIn, company annual reports, and articles in newspapers and magazines. We do not use data that we believe has not been lawfully or ethically obtained, or sources which have not been broadcast or made public.

Please contact us at development@thebritishacademy.ac.uk (or DPO@thebritishacademy.ac.uk) if you would prefer that we did not use your data in these ways.

Partners and funders

The British Academy receives funding from government departments, philanthropic organisations and private donors.

As part of our agreement with funders and partners (or their representatives), the personal data provided in grant applications, subsequent reports, and financial statements will be used for the purposes of:

  • Reporting activities: research outputs and impacts arising from grants and awards,
  • Monitoring and evaluation: including statistical analysis in relation to the evaluation of research and the study of trends,
  • Contacting you about upcoming activities and events or those of relevant partners/funders,
  • Contacting you to help inform or evaluate activities / events, application processes, strategy and / or policy work. This may be in the form of newsletters, social media, surveys, and questionnaires.

More information about how we use data from our award holders and those who apply to our grants can be found in our code of practice.

Storing your personal data

Where we store your data

We are wholly based in the UK and store data within the European Economic Area. Some organisations that provide data processing services to us do so under contract and may be based outside of the EEA. We will only allow them to do so if your data is adequately protected.

Retention of your personal data

We will only retain your personal data for as long as it is required for the purposes for which we collected it (eg we have a genuine and legitimate reason and we’re not harming any of your rights and interests). This will depend on our legal obligations and the nature and type of information and the reason for which we collected it. For example, should you ask us not to send you marketing emails, we will stop storing your email address for marketing purposes; we will, however, need to keep a record of your preference.

We continually review what information we hold and will delete personal data that is no longer required.

The British Academy is committed to ensuring you remain in control of your data and you are free at any time to opt out from any activity. To find out more, please contact us at development@thebritishacademy.ac.uk (or DPO@thebritishacademy.ac.uk).

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