Website Feedback Survey Terms and Conditions

1. Introduction

This form is provided through the ��’s Drupal content management system. By submitting information through this module, you agree that the University may collect, store, and process your personal data in line with the purposes stated below and in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

2. What data we collect

The data collected through this form may include:

Personal identification details (e.g. name, email address)
Information relevant to the purpose of the form (e.g. enquiry details, feedback, project information)
Technical information such as IP address, browser type, and timestamp of submission (collected automatically for security and diagnostic purposes)

We will only collect data that is necessary for the operation, administration, or delivery of the service linked to this form.

3. How your data is used

Your data will be used solely for the purpose stated on the page where this form appears. Typical purposes include:

Gathering feedback and insights

Your data will not be used for automated decision-making or profiling beyond what is required for system security or performance monitoring.

4. Data security and encryption

The �� takes appropriate technical and organisational measures to protect your data. These include:

Secure transmission of data using HTTPS encryption
Secure storage within University-managed hosting or approved cloud environments
Role-based access controls to ensure only authorised staff can access submissions
Logging and monitoring for security and performance
Regular security reviews and updates to the Drupal platform, modules, and server infrastructure

Where third-party modules are used, they are reviewed and maintained following the University’s security assessment processes.

5. Data retention

Your personal data will be retained only for as long as necessary to fulfil the purpose for which it was collected or as long as required by law or University policy. After this period, your data will be securely deleted or anonymised.

6. Sharing of data

Your data will only be shared:

With relevant �� staff involved in processing your request
With trusted third-party service providers where required for system operation (e.g. Drupal hosting providers), and only under appropriate data-processing agreements

Your personal data will not be sold or shared with external organisations for marketing purposes.

7. Your rights

Your personal data is managed in accordance with the UK GDPR and you have the following rights:

Right of access — to request a copy of the personal data we hold about you (Subject Access Request).
Right to object — to object to processing where it is likely to cause damage or distress.
Right to rectification — to request the correction of inaccurate or incomplete data.
Right to restrict processing — to request that we limit how your data is used.
Right to erasure — to request that your data be deleted, where applicable (right to be forgotten).

To exercise any of these rights, or to request further information, please contact:

Samantha Hill
Data Protection Officer, ��
Tel: 023 9284 3642
Email: data-protection@port.ac.uk

You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office (ICO), if you believe your data has been processed unlawfully.

8. Changes to this statement

The University may update these Terms & Conditions periodically to reflect changes in legal requirements, security standards, or system functionality. The latest version will always appear on this page.

9. Additional terms for Instagram competition entrants

This section applies only to users who access the survey via the �� Instagram story or who enter through the associated competition incentive.

9.1 Promoter and eligibility

The promoter is ��, Mercantile House, Hampshire Terrace, Portsmouth, PO1 2EG.
Entry is open to residents of the United Kingdom, except employees of the promoter, their close relatives, and anyone otherwise connected with the organisation or judging of the competition.

9.2 How to enter

Participants must complete and submit the feedback survey using the link provided in the Instagram story.
No purchase or payment is necessary to enter.
By entering the competition, the entrant agrees to be bound by these terms and conditions.

9.3 Competition period

Entries received after the closing date will not be valid.

9.4 Prize and prize draw

One winner will be selected at random from all valid entries received during the promotional period.
The University reserves the right to verify eligibility.
The prize will be stated in the Instagram promotion (e.g., £50). No cash or alternative prizes will be offered. The prize is not transferable.
The promoter reserves the right to substitute the prize with another of equivalent value if necessary.

9.5 Notification of winner

The winner will be contacted using the email address or Instagram username provided in the form.
If the winner does not respond within seven days of notification, the University reserves the right to withdraw the prize and select an alternative winner.

9.6 Use of personal data (competition-specific)

Data collected for the competition will be used to administer the prize draw, contact the winner, and verify eligibility.
Competition-related data will not be used for marketing purposes unless explicit consent is given.
The winner agrees to the use of their first name and entry in promotional materials, but participation in publicity is not mandatory.

9.7 Limitation of liability

The University is not responsible for:

Failed, incomplete, or corrupted entries
Technical errors affecting form submission or access
Instagram outages or availability

This competition is in no way sponsored, endorsed, administered by, or associated with Instagram.

9.8 Governing law

The competition and these Terms & Conditions are governed by English law.
Any disputes will be subject to the exclusive jurisdiction of the courts of England.

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