Privacy and cookies

The South West Academic Health Science Network collects and processes personal data in order to provide its services.

This privacy notice sets out how we collect and use personal data, in line with relevant legislation, including the EU General Data Protection Regulation (GDPR) which took effect from 25 May 2018.

What information do we collect about you?

We may collect information about you in the course of our day-to-day business, when you complete a survey, register for an event, or sign up to receive communications such as our newsletter. This could include your name, email address, IP address, who you work for, your image, and social media usernames.

How do we use information about you?

As well as using your details to process transactions (such as event bookings), we may contact you with information where we believe there is a ‘legitimate interest’ to do so. A legitimate interest means contacting you in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For the South West AHSN, this could include:

  • Updates if you have joined one of our networks from ourselves or project partners including other Academic Health Science Networks (AHSN) and NHS teams.
  • Follow-up information after an event from our selves or named delivery partners.
  • Requests for your involvement in our activities.
  • Sharing specific information we think may be of interest to you

We currently use the following programmes to manage this data appropriately: HubSpot, TypeForm, SurveyMonkey, Zoom, Microsoft Teams, EventBrite.

This does not include sending you ‘marketing’ information, such as our newsletter. We recommend you sign up for our marketing communications if you wish to be kept up to date on general news and events from the South West AHSN.

We will not disclose, sell or otherwise transfer your personal information without your consent, except where it is necessary to deliver a service you have requested, or to comply with the law.


We only send marketing communications to people who have given their consent to receive them, usually by signing up to them through our website. This includes our regular SW AHSN newsletter. You can opt-out at any time by clicking the ‘unsubscribe’ link contained in each email. The email service we currently use is Hubspot.

Films and photographs

We may record your image on photo or film, for instance at one of our events. We make attendees aware of this both at sign-in and during the event, and ask them to let us know if they would prefer not be photographed or filmed. We may ask people to complete a media consent form in instances where they will be the main subject of a film or photograph. Media may be used for up to two years after it is recorded. You may withdraw your consent for its use at any time, however this can only restrict further use of the media.

Product purchases

When you make a purchase from the website, such as an event ticket, we will collect and hold your personal details in order to process your order. Credit card transactions are processed through a secure payment service provider. Your credit card details will be collected by the secure payment provider and not by the South West AHSN.


Cookies are text files containing small amounts of information which are downloaded to your device (your computer, mobile phone, tablet etc.) when you visit a website. They are useful because they allow the website to recognise your device. Most websites use cookies.

You can delete the cookies stored on your computer at any time. You can also change your browser’s privacy settings to block websites from storing cookies on your computer. To find out more about how you can delete cookies click here.

How we use cookies

This website makes minimal use of cookies and we only use cookies where they are necessary for the functioning of this website or where they help us to give you the best possible experience.

Our cookies are not used to identify you personally. At no point will our cookies result in cold calls, junk email or information being passed to third parties.

They are used to support analysis and understanding of how people use the website (what they like most, when is the busiest time of day on the site, have people found new content when it is published, etc.).

The data collection and reporting behind this analysis is currently provided by Google Analytics.

Your continued use of this website will indicate your agreement to the use of these cookies.

Third-party cookies

We may occasionally incorporate functionality from other, reputable, websites. These websites may also set cookies, known as third-party cookies.

Access to your information

We want to make sure that your personal information is accurate and up-to-date. You have the right to request a copy of the information that we hold about you, and can ask us to correct or remove information you think is inaccurate. If you would like a copy of some or all of your personal information, please email or write to us at the address below. We reserve the right to charge an administration fee for this service.

How to contact us

The data controller is the South West Academic Health Science Network and the data protection officer is the Executive Director of Corporate Operations. You can contact us in the following ways:

Telephone: 01392 247903
Post: South West Academic Health Science Network (SW AHSN), Vantage Point, Pynes Hill, Exeter, Devon, EX2 5FD


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