Widening Participation Team Privacy Notice for Individual Learners

The Widening Participation Team is part of the University of Leicester. The University of Leicester is the Data Controller for your information.

The Data Protection Officer is: Parmjit Gill, Information Assurance Services Manager, Information Assurance Services, University Of Leicester, University Road, Leicester, LE17RH. Tel: 0116 229 7946. Email: pg170@le.ac.uk

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

What information are you collecting?

This privacy policy sets out why the University of Leicester’s Widening Participation team collects your data and your learners’ data; how it collects it; and what it does with it once it has been collected. This policy relates specifically to information held by the Widening Participation team

  • The information stored and processed by the Widening Participation team may include any of the following, including ‘special category’ data:
  • Identifying details (including your name, gender, date of birth)
  • Contact details (including your address, email address, mobile/telephone numbers, School/college/training provider)
  • Your personal details (including your ethnicity, disability, Free School Meal/Pupil Premium/education bursary eligibility, Looked After Children, Estranged, Independent Living, Young Adult Carer and Refugee status, and POLAR3 quintile data from postcode)
  • Your parents’ or carers’ details (name, relationship to you, mobile/telephone numbers, occupation and experience of higher education, email address for emergency contact and provision of relevant information)
  • Dietary requirements/additional needs (to enable us to cater for your needs and support your engagement)
  • A photograph of you for identification purposes
  • Medical details, GP details and address(to enable us to keep you healthy and safe on our events)
  • Information about your time at School, College or University (including GCSE, A-Level, and degree results, EPQ results, key contact teacher details and teacher reference)
  • Communications sent to you by the Widening Participation team or received from you
  • Activities or events you have taken part in (including campus visits, open days, summer schools etc)

Why are you collecting my data?

If you (or your child or dependent) applies for place at an event, summer school or Progression Programme you will be asked to complete an application form or send an email applying for a place on an event.

This information allows us to assess your application/booking and if successful to create a record of you on our database to comply with our Safeguarding Policy to keep you (or your child/dependent) safe.

How will you use this data?

The data collected by the Widening Participation team will be used to ensure that you and the learners you bring to the University are safe during the Campus Visit or Summer School in line with the University’s Safeguarding Policy.

What is the legal basis for processing the data?

The data collected by the Widening Participation team will be used to assess your (or your child or dependent’s) eligibility for our events, summer schools or Progression Programmes and to ensure that you (or your child or dependent) are safe during the event, summer school or programme in line with the University’s Safeguarding Policy.

Progression Programme data is used:

  • to support and track you through the programme and the UCAS application cycle
  • to identify University applicants for alternative offers and financial support packages
  • (for learners who enter the University of Leicester) to support your transition to the University of Leicester and eligibility for financial support packages

Your data will be processed under the legal basis below:

  • Consent - This is ‘explicit consent’ to cover the ‘special category’ data collected.
  • Contract

If you are sharing my data with others, who are you sharing it with?

Your data is held in one place by the Widening Participation team in a password protected file which is controlled to make sure that only those people that need to see it have access to it.

We do not share your data with anyone outside of the Widening Participation team unless in a Safeguarding situation and the circumstances listed below for Progression Programmes.

  • For Progression Programme learners where required for the successful delivery and tracking of programme progression, we will share your data in a password protected file with the following teams within the University:
  • Our registry team to enable us to generate a student records for production of programme ID card and access to our online IT systems (including Blackboard and library resources).
  • Our IT team for supporting the creation and management of IT account access
  • Our Admissions team to enable them to identify applicants to the university form the programme and confirm their programme completion status and alternative offer/financial support status.
  • Our Scholarships team for learners who register to study with us to ensure financial support is released where eligible.
  • Any other university based team where the data is required for the successful delivery or tracking of your progress through the programme or into the University

We do not share your data outside of the EEA.

How long will you process my data for?

  • Events – we will retain your data for a maximum of 1 year from the visit
  • Summer Schools – we will retain your data until 21 years from your (or your child or dependant’s) date of birth
  • Progression Programmes (unsuccessful candidates) - we will retain your data until a maximum of 6 months after the end of the recruitment period
  • Progression Programmes (successful candidates) - we will retain your data until a maximum of 6 years after the end of your (or your child or dependent’s) involvement with the programme.

What are my rights and how can I enforce them?

Please find below the rights you have regarding the data that you have provided:

  • Right to withdraw consent
  • Right to be informed
  • Right of access
  • Right of rectification
  • Right to erasure
  • Right to data portability

How do I complain to the Information Commissioner’s Office?

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  

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