Privacy Notice for School Students

Privacy Notice for STEM Taster Days, Summer Schools and other events booked by individual students. 

08.10.2018

This privacy notice tells you what to expect us to do with your personal data when you are taking part in our activities and provides you with details of who controls that information.

If you have any questions or if anything is unclear you can contact us:

stem@leeds.ac.uk (please specify the event title in the subject line)

Our data protection officer is David Wardle. You can contact him at:

Email: d.wardle@adm.leeds.ac.uk

Post: University of Leeds, Room 11.72 EC Stoner Building, Leeds, LS2 9JT

Telephone: 0113 2431751

The university’s data controller registration number provided by the Information Commissioner’s Office is: Z553814X

 

How do we get information?

The information we have about you is provided by:

  • You or your parent/guardian provided on registration or during the activities or their evaluation
  • Your school
  • Partner organisations such as Excellence Hubs and Go Higher West Yorkshire where you have registered for the event through them

We may also take photographs/videos during the event; however, if you would be identifiable in these photographs/videos you would be asked to complete a separate consent form and can opt out at that stage.

 

What information do we have?

On registering for or confirming places for our event we may ask you to provide us with the following information:

  • Name
  • Date of birth / age
  • Gender
  • Address and contact details
  • School, school year, subjects studied, predicted grades, GCSE grades
  • Teacher contact name, role and email
  • Emergency contact details
  • Whether you fulfil Access to Leeds criteria (leeds.ac.uk/accesstoleeds). You will only be asked to provide this information for a course where you may be eligible for a bursary or it may provide a greater chance of being allocated a place.

We may also ask you to provide the following more sensitive information, known as ‘special category data’:

  • Any additional requirements (health or disability) that we should be aware of to support your participation in the event
  • Ethnicity

If you booked through an organisation such as Excellence Hubs, the organisation may have provided the above information to us from your registration.

During the event/scheme we may also:

  • ask for your feedback on the event/scheme, clearly stating if the feedback will be anonymous in each instance

After the event/scheme we:

  • will use your data to monitor whether you later applied to or registered at the University of Leeds
  • may ask you for further feedback on the event/scheme, clearly stating if the feedback will be anonymous in each instance

How do we use this information?

We use this information for:

  • Sending you information about this specific event
  • Administering the event
  • Contacting somebody in case of emergency
  • Evaluating the success of the event and what we might change in future
  • Reporting on the event (e.g. internal University reporting, online and physical, and reporting attendance to school/teacher)
  • Tracking via the HEAT (Higher Education Access Tracker) system (if consent to HEAT has been separately given)
  • We also report in an anonymised or aggregated way both internally and externally to, for instance, relevant departmental groups, funding bodies and regulatory bodies. These reports may be physical or online

The ‘special category’ data you provide is particularly used for:

  • Making necessary adjustments for participants
  • Equality and diversity monitoring

We may use any photographs/videos of the event:

  • To illustrate our activities on our website (leeds.ac.uk)
  • in our reporting of the event on social media (@stematleeds)
  • in brochures or advertising materials for future events, both physical or online
  • in presentations or reports – physical or online – relating to this event/ scheme

How long do you keep my information for?

If you attend the event we keep the following data for the specified time:

  • {Name, Date of birth, postcode, school, and whether or not you meet two or more Access to Leeds criteria} kept for up to 7 years.
  • {Gender, subjects studied, predicted grades, GCSE grades, email address} kept for up to 1 year.

When working with external partners their data retention policies may differ but you will be informed if this applies to your event.

We keep the following types of data in anonymised, statistical form for the purposes of monitoring and improving attendance and outcomes of events

  • Postcode
  • Subject profile
  • Gender
  • Ethnicity and diversity data
  • Access to Leeds criteria
  • School and year group
  • Application and recruitment data
  • Attendance

We may keep and use identifiable photographs/videos from the event for up to five years after the event, if you have provided your consent for this separately.

If you do not gain a place on the course or if you do not accept your place on the course then your data will be deleted within 3 months after the event.

 

How do we keep this information secure?

Your data is held securely within the University.  It will be accessed by staff involved in the running and/or reporting of the event.  Access is strictly controlled and staff receive training on data protection.

 

Who might we share this information with?

Data may be shared with other teams in Educational Engagement and University faculties, departments and services involved with the event for the purposes of organising the activities and evaluating their success.

As a general rule we will not share your data with third parties.  Exceptions are when we work with external partners to deliver events e.g. the Royal Institution, Ogden Trust, etc., when we have a data sharing agreement in place to ensure your data is transferred securely, and you will be made aware of the relevant partner’s privacy statement.

Statistical information (in which no individuals can be identified) may also be published in internal and external reports and articles, both physical and online.  Examples would include reports to regulatory bodies such as the Office for Students, funding bodies, and collaborators.

 

How can I have my data or photographs/videos removed or deleted?

Your personal data can be withdrawn and deleted at any time, but if you withdraw it prior to the event you will no longer be able to participate in it.  However, you can participate in the event if you do not want to have your picture taken/published.

To withdraw your registration from the event and have your data deleted from our systems please email stem@leeds.ac.uk and provide the relevant details.

To request the removal of an event photograph/video in which you appear please contact stem@leeds.ac.uk.  Please note that where an image has already been published we are limited in whether this is possible.  We may continue to use existing printed material.

Please note that once your data has been anonymised for statistical purposes it will no longer be able to be identified for deletion.

Our legal basis for processing your data

By providing your data you are entering into a contract with us where we will use the data for the planning, delivery and evaluation of the event.

Furthermore, the University has a legitimate and public interest to monitor the success of widening participation and access to higher education activities.

We are relying on your explicit consent by informing us of your access requirements due to health conditions or disabilities.  If you do not provide us with this information you may still be offered a place at the event but we would not be able to make any adjustments for you.

Your data protection rights

You have the right to:

  • withdraw consent at any time where that is the legal basis of our processing;
  • access your personal data that we process;
  • rectify inaccuracies in personal data that we hold about you;
  • be forgotten, that is your details to be removed from systems that we use to process your personal data;
  • restrict the processing in certain ways;
  • obtain a copy of your data in a commonly used electronic form
  • object to certain processing of your personal data by us.

Please see https://ico.org.uk/ for further information on the above rights. You may also contact the Data Protection Officer (contact details given at beginning of this notice) for further information.

You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. Please see https://ico.org.uk/.