1. Introduction and Information You Need to Know 

Network of Health Expertise in Universities and other Sectors (NHEXUS) is a collaborative platform commissioned by the School of Criminology, Sociology and Social Policy in collaboration with The Research and Enterprise Division (RED) at the University of Leicester. The University of Leicester is the Data Controller for your personal information (called “Personal Data”) under Data Protection legislation, which means it decides how your personal data will be used. 

The University’s Data Protection Officer is:  

Parmjit Singh Gill, University Of Leicester University Road Leicester, LE1 7RH Tel: 0116 229 7640 Email: dpo@leicester.ac.uk. 

This privacy notice explains how we use your personal information/data and your rights regarding that information.

This data processing activity is conducted by the School of Criminology, Sociology and Social Policy in collaboration with The Research and Enterprise Division (RED) at the University of Leicester. The platform operates as an expert directory and networking tool for health research professionals and academics. 

NHEXUS fills a critical gap in the research landscape by providing an intuitive platform where academics, practitioners, and policymakers can connect and collaborate. It empowers individuals to easily search for expertise and research interests, discover potential partners, and build collaborative teams. 

NHEXUS represents a significant step forward in fostering collaboration and knowledge exchange within the health research community, promoting interdisciplinary partnerships, and driving innovation across institutions. 

The School of Criminology, Sociology and Social Policy and The Research and Enterprise Division (RED) are part of the University of Leicester. Further information on the institution can be found here: https://le.ac.uk/.  

2. Who We Collect Data From 

NHEXUS collects personal data from: 

1. Internal University of Leicester staff members who register for our platform. 

2. External non-University of Leicester members who register for our platform 

3. Why We Collect Personal Data 

We collect personal data to:

1. Enable registration and participation on the NHEXUS platform 

2. Create and maintain user profiles in our expert directory 

3. Enable networking and collaboration opportunities 

4. Manage communication with members 

5. Send information about future events (if members opt-in to receive this 

4. How We Collect Personal Data 

NHEXUS obtains personal information exclusively through our secure web-based registration form and contact form located on our website (https://nhexus.le.ac.uk).

This personal data is: 

1. Collected directly from individuals through our online web-based registration form and contact form located on our website (https://nhexus.le.ac.uk). 

2. Managed through our secure University of Leicester hosting platform. 

3.Processed in accordance with UK data protection laws 

5. Personal information 

Any personal information which you provide via our registration form, such as your name and institutional email address, will only be used for the specific purpose stated. We will never sell, trade or license this information to other parties. We never provide website users’ and our members’ personal information to other organisations for direct marketing purposes. 

6. Consent and Marketing 

By submitting your personal information through our registration form and contact form, you: 

1. Explicitly consent to the processing of your data as described in this policy.

2. Agree that University of Leicester staff may use your details for conducting NHEXUS business. 

3. Acknowledge that your profile information will be publicly visible in our expert directory. 

4. May receive marketing communications if you’ve opted in to receive these communications. 

Marketing Communications: 

5. You can choose to receive promotional updates about NHEXUS events and activities. 

6. These marketing communications are optional and separate from essential communications (such as announcements about changes to the service) which you will receive as a participating member. 

7. You can unsubscribe from marketing communications at any time by emailing nhexus@leicester.ac.uk or through our contact form on the Contact Us page and selecting ‘Mailing List Preference Change Request’ option.

8. Unsubscribing from marketing will not affect your profile in the expert directory. 

7. What information NEXUS Collects 

A. We collect the following information from University of Leicester members who register for the platform: 
 
1. Full Name 

2. Role Title 

3. University of Leicester institutional Email 

4.Primary Role Category (Academic, Practitioner, Other) 

5. Areas of Expertise (up to 5) 

6. Professional Biography (150 words limit) 

7. Network participation preferences (not shared publicly) 

8. Personal/Portfolio Website link (University Profile) 

9. LinkedIn Profile Link (optional) 

10. Profile Picture (will be publicly accessible through the expert directory) 

11. Events Mailing List preferences 

Additional information we collect for Practitioners and Others role types: 
12. Primary industry/sector information (up to 5) 

B. For non-University of Leicester affiliated members who register for the platform: 
 
1. Institution or Organisation 

2. Role Title 

3. Work/Company (institutional) Email 

4.Primary Role Category (Academic, Practitioner, Other) 

5. Areas of Expertise (up to 5) 

6. Professional Biography (150 words limit) 

7. Network participation preferences (not shared publicly) 

8. Personal/Portfolio Website link (University Profile) 

9. LinkedIn Profile Link (optional) 

10. Profile Picture (will be publicly accessible through the expert directory) 

11. Events Mailing List preferences 

Additional information we collect for Practitioners and Others role types: 
12. Primary industry/sector information (up to 5) 

8. How We Use Your Information 

1. To create and manage your profile on the NHEXUS platform: This profile will be publicly visible as part of our expert directory. 

2. To communicate with you: 

A. We will email you for account verification and email verification purposes when you register 
B. We may also contact you via email with account updates or to respond to your queries. 

3. To send you marketing communications: If you have opted in to receive marketing emails during registration, we will send you information about future events and other relevant news. You can opt-out of these communications at any time. 

4. To improve the NHEXUS platform: We may analyse anonymized user data in aggregate to understand how the platform is used and make improvements. 

5. To comply with legal obligations: We may process your data to comply with applicable laws and regulations.  

9. Legal Basis for Processing 

We process your data based on the following ground: 

Consent: We rely on your consent to process your data for the purpose of managing your participation in the NHEXUS platform and marketing communications. 

We process your data based on consent, which you provide by agreeing to our Privacy Policy during the registration process. By agreeing to our Privacy policy: 

• You give us (NHEXUS) explicit consent to process your personal data for the purpose of creating and maintaining your profile in our expert directory. 

• You acknowledge, agree and consent to your profile information being publicly visible through our expert directory. 

• You agree and consent to receive essential communications about your profile and registration. 

• If selected during registration (If you choose to opt-in to receive marketing communication), you agree and consent to receive marketing communications about NHEXUS events and activities 

• You can withdraw your consent at any time by contacting us at nhexus@leicester.ac.uk 

Withdrawing consent will result in the removal of your profile from our expert directory 

Your agreement to this Privacy Policy during registration provides the legal basis for all processing activities described in this document. Without this agreement, we cannot process your personal data or include you in our expert directory

10. Data Sharing and Visibility 

1. Profile information, including profile pictures, will be visible to any external users who visit our expert directory. The information contained in this directory is publicly available 

2. Site visitors may use this directory for the purpose of making contact with individuals on the subjects set out in their profiles 

3. The website is publicly accessible. Profile pictures uploaded to the platform will be publicly accessible through the expert directory. 

4. Your data will be shared with the Research and Enterprise Division (RED) and the School of Criminology, Sociology and Social Policy to manage your website profile. If you indicated specific motivations for joining the network, such as support with writing funding proposals, your data and contact details may be shared with RED to provide the support you seek. 

5. Personal data is processed and stored on the University of Leicester’s internal servers. 

6. We do not share personal data with external parties except as displayed in public profiles 

7.  We do not sell your personal data to third parties. 

11. Where We Store Your Data 

Your personal data is stored securely in the United Kingdom on the University of Leicester’s internal servers. We implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including: 
We reserve the right to modify these Terms at any time. Users will be notified of significant changes. 

1. Secure hosting within the University of Leicester’s IT infrastructure. 

2. Regular security assessments and updates. 

3. Access controls and authentication measures 

4. Data encryption where appropriate. 

5. Regular backup procedures 

6. Monitoring and logging of system access 

We will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this privacy policy. All information you provide to us is stored on our secure servers located within the UK. 

12. Your Rights

You have the following rights regarding your personal data: 

We may share your information with: 
 
1. Access: You can request to acquire a copy of the personal data held by the University. 

2. Rectification: You can request correction of inaccurate or incomplete personal data held by the University. 

3. Erasure: You can request deletion of your personal data held by the University. 

4. Restriction: You can request restriction of processing of your personal data by the University in certain circumstances. 

5. Objection: You can object to the processing of your personal data by the University in certain circumstances. 
 
6. Data portability: You can request a copy of your personal data provided by you electronically with your consent to the University in a portable format. 

You can exercise your rights by contacting us via nhexus@leicester.ac.uk or via IAS@leicester.ac.uk 

13. Data Retention, Amendment & Deletion 

We will retain your data for as long as your profile is active on the NHEXUS platform, or as required by law. If you request deletion of your profile, we will delete your data. 

1. Initial Registration and Verification: 

A. All user registrations (internal University of Leicester and external members) undergo verification before profiles are published on the platform. University of Leicester staff members who are part of NHEXUS verify and review the registration forms and associated information submitted by prospective members before potential approval and addition to the website (platform). 

B. If verification checks are not passed, all submitted data will be deleted: Immediately upon failed verification, or within 30 working days of failed verification at the latest. 

C. No data is retained for unsuccessful registrations beyond the 30-day period stated above. 

2. Active Profiles: 

A. Once verified and published, profiles remain on the platform until a deletion request is submitted. 

B. As the platform has no login functionality, profile retention is not linked to user activity. 

C. All published profiles remain visible in the expert directory until explicitly requested for removal. 

3. Profile (data) Amendment Requests: 

A. Users can request profile (Data) amendment through our contact form on the Contact Us page or by contacting NHEXUS through our email nhexus@leicester.ac.uk or via IAS@leicester.ac.uk. 

B. All profile (data) amendment requests will go through a verification process to ensure they come from the profile owner before being processed by the University of Leicester staff part of NHEXUS. 

C. Once verified, profile (data) amendment requests will be processed within 30 days. 

D. You will receive confirmation once your profile (data) amendment request has been completed

4. Deletion Requests: 

A. A. Users can request profile deletion through our contact form on the Contact Us page – select ‘Profile Deletion Request’ or by contacting NHEXUS through our email nhexus@leicester.ac.uk or via IAS@leicester.ac.uk  

B. All deletion requests will go through a verification process to ensure they come from the profile owner before being processed by the University of Leicester staff part of NHEXUS. 

C. Once verified, deletion requests will be processed within 30 days. After verification and confirmation, profiles and associated data will be completely removed from the platform within 30 days. 

D. You will receive confirmation once your deletion request has been completed. 

4. Contact for Deletion: 

A. To request deletion of your profile, please use the contact us through our contact form on the Contact Us page – select ‘Profile Deletion Request’ or through our email nhexus@leicester.ac.uk.

B. Please use the same email address associated with your profile when submitting deletion requests 

C. For any questions about the deletion process, please contact nhexus@leicester.ac.uk

14. Changes to this Privacy Policy 

We may update this Privacy Policy from time to time. We will notify you of any material changes. 

Any changes we make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by email. 

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.   

15. Contact Us 

The data controller responsible for your information is the University of Leicester, NHEXUS is a platform managed by the University Of Leicester. 

If you have any questions about this Privacy Policy or our data protection practices or our use of your personal data, you can email us at nhexus@leicester.ac.uk or contact: IAS@leicester.ac.uk 

16. How to complain to the Information Commissioner’s Office? 

If you do not think we are handling your personal data adequately, you have the right to lodge a complaint with the Information Commissioner’s Office. Further information, including contact details, is shared below: 

The Information Commissioner can be contacted on: 

Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, 

SK95AF. 

Tel: 0303 123 1113. 

Email contact can be made by accessing www.ico.org.uk 

17. Activity logs 

Our systems automatically record all requests for accessing web content, including the requesting computer’s IP address. This is a standard function of web serving technology and, as above, we only use these logs for diagnostic and problem-solving purposes. 

18. Monitoring and Disclosure 

Please note that in certain circumstances NHEXUS may be obliged to disclose information or undertake more detailed monitoring for valid, lawful purposes, in response to statutory requests or for the purposes of legal proceedings.