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Data protection notice for website user research pool

Cardiff University will hold a list of individuals consenting to being contacted about their experiences of the University's digital offering. This privacy notice sets out the way in which your personal data will be used.

Data controller

Cardiff University is considered the Data Controller of the personal data which you provide and as such is legally responsible for processing your personal data in accordance with data protection legislation.

The University is registered as a Data Controller with the Information Commissioner's Office (ICO) to process personal data. Registration number Z6549747.

Contact details of the data protection officer

The University is required to have a data protection officer who can be contacted if you have any queries, concerns or complaints about the way your personal data is processed. Cardiff University's data protection officer can be contacted on

What personal data we will collect

In order to create the ‘user pool’, Cardiff University will require the following information from you:

  • first name
  • last name
  • email address
  • whether you are a Cardiff University student and, if so, if you are a undergraduate or a postgraduate student

You may be asked for further personal data as part of individual online surveys, user tests, and feedback sessions. The personal information requested will be limited to the information necessary for that online survey, user test, or feedback session. You will be provided with a privacy notice at the point of capture.

How your personal data will be used

You are signing up to receive notifications via email about opportunities to share your opinions and experiences in order to help us improve our digital offering, such as our websites. Examples include: online surveys, user testing, and feedback sessions (these may be online). We will offer incentives such as vouchers or entry into prize draws as a thank you for your time.

Legal basis for processing your personal data

By submitting this form you are giving consent for us to process your personal data in order to tell you about opportunities to share your opinions and experiences in order to help us improve our digital offering.

In line with the requirements of GDPR, you have the right to withdraw your consent at any time. If you wish to withdraw your consent, you can do so by emailing

Who can access your personal data

Your data will not be shared with outside of the University, except where is necessary as part of the systems used to deliver the surveys. Where the University uses third party suppliers, those suppliers will be required to handle your data in line with the requirements of data protection legislation.

Transferring outside of the EU

Your data will be transferred outside of the EU subject to the appropriate legal mechanisms.

How long your personal data will be held

The data will be captured via this form and will be kept for a period of two years.

Your rights

Under data protection legislation, you have certain rights which will be associated with the legal basis on which we process your data. For further information, please see the following guidance published by the Information Commissioner’s Office.

The Information Commissioner’s office is responsible for regulating data protection in the UK. We hope to resolve any of your questions, queries or concerns, but if you remain dissatisfied you can contact the Information Commissioner's Office.

Last update: 10 December 2020