Educational Engagement Privacy Notice
This Privacy Notice is for anyone taking part in our outreach and access activities, whether you are participating yourself or supporting a young person you teach. It tells you what to expect us to do with your personal data and provides you with details of who controls that information.
You may be:
- A school or college student
- A teacher, advisor or education professional
- A parent, carer or guardian of a young person.
If you have any questions or if anything is unclear you can email Kathie Hunter at K.M.Hunter@leeds.ac.uk.
Our data protection officer is Rebecca Messenger-Clark. You can email Rebecca Messenger-Clark at dpo@leeds.ac.uk.
The university’s data controller registration number provided by the Information Commissioner's Office is: Z553814X
How we collect your information
The information we have about you is provided by you or by someone who supports you such as a teacher or parent/carer.
We collect information on forms, or when you contact us to express an interest in our activities.
We also collect analytics when you use our website or sign up to a mailing list, such as NewZapp.
If you work in a school we may collect information about your role and your email from the school website, from calling your school, or from colleagues passing on your information.
How we use your information and how long we keep it
Administration of activities
We use your data to organise activities and support you to take part. Specifically, we may use:
- Contact details to keep in touch about the activity.
- Specific data to check you are eligible for an activity that is aimed at certain groups, for example, ethnicity (if this is the case we will tell you about this before you apply).
- If you enter a competition, your data may be part of your entry, for example a video you submit or your personal opinions.
- Health, dietary and religious requirements to make activities inclusive of your needs.
- If you sign up for an activity and do not attend, we use teacher and parent contact details to let them know you are absent.
Monitoring
We sometimes monitor who is taking part in our activities to understand if they are having an impact and so that we can improve them. We will tell you if we do this, before you apply.
- We may monitor which activities you take part in and whether you apply for a course at university.
- Some projects, eg: Medicine and Health activities, monitor the ethnicity of those taking part to measure the impact on specific groups.
Evaluation
We will ask you for your opinions to evaluate our activities or help us to understand how we can support young people in their education. We may use anonymous quotes you give us in reports and promotional materials, but we will not do this unless you give us your permission.
Building relationships with schools
The University of Leeds has a public duty to work closely with schools and colleges. If you are a teacher or advisor we may contact you by phone or email to discuss how the University can work with your school and your students. This may be via a meeting, phone call or email to discuss our outreach activities. We may also contact you about outreach and related opportunities we think will be relevant to you and your students.
Marketing and promotion
We only use your data to market or promote with your permission and you can opt out of this:
- We may contact you with information about our activities and events.
- We may photograph or record events, to promote our activities and to report on the work that we do. We will always let you know in advance to give you a choice to opt out.
If you are a teacher or advisor we work on a public task legal basis and may contact you without your express permission unless you have previously notified us that you wish to receive no contact. You can opt out or update your preferences at any time. Further information can be found in the teacher and advisor communications privacy notice.
We only keep your information as long as we need to. To find out how long we keep your data please read about the project that you are taking part in, using the following list:
- Boys into Psychology privacy notice
- Myths & Legends: A Classics Competition privacy notice
- Discover Articulation Challenge Competition privacy notice
- Explore Languages privacy notice
- Exploring Economics privacy notice
- Food Science and Nutrition Summer School privacy notice
- Language and Business Competition privacy notice
- Leeds Futures privacy notice
- Leeds to Success privacy notice
- Linguastars privacy notice
- Parent and carer communications privacy notice
- Art Teachers Connect project privacy notice
- Skill Up in Theatre and Performance privacy notice
- Sociological Imaginations privacy notice
- Social Sciences Residential privacy notice
- Teacher and advisor communications privacy notice
Who do we share this information with?
To help us to organise and evaluate projects, or to track which projects or courses you sign up for, we may share data with other teams in the University.
We may share your data with teams who run similar projects, so that they can cross-check who is already taking part and prioritise their places for those who do not have a place on one of our projects already, you will be told if this is the case.
We may share your data with other organisations who help us to provide the activities you take part in; we will let you know this before you give us your data and have data sharing agreements in place to protect your information.
We may also include statistical information (in which you will not be identified) 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 organisations, and other partners we work with during the event.
How do we keep this information secure?
Your data is stored in secure systems as follows: SharePoint folders, university network drive, Microsoft Forms and Jisc Online Surveys, in line with the University of Leeds information security policy.
Only university staff involved in administering and monitoring outreach and/or applications to the university will have access to your data.
Your data will not be transferred outside the EU/UK.
Our lawful basis for processing your data
To use your data lawfully we need to tell you why we need it and the lawful basis that allows us to use it. A lawful basis is there to ensure that your data is used appropriately.
We administer participation in activities, build relationships with and promote opportunities to schools and monitor and report on activity impact under Public Task.
In the event of an emergency or if we believe you may be at risk, we may share your data with relevant professionals and/or your emergency contact, where it is necessary to protect your Vital Interests.
If a young person does not attend, we need to contact a parent/carer or teacher to let them know, our lawful basis for this is Legal Obligation.
We sometimes use photographs or recordings of you in reports and promotional materials, if you give us your permission. The lawfull basis we use is Legitimate Interests.
We may contact you about other relevant opportunities such as projects, resources or information about higher education; we will only do this if you give us your Consent.
Special Category Data
Special category data is sensitive data and includes things like ethnicity and health information.
The University of Leeds has a public duty to improve the diversity on our courses and we may ask you for your ethnicity to see if you are eligible, if a project is aimed at specific groups, or to monitor which activities you take part in, and which courses you apply for at the university. This helps us to understand the impact of the projects we run on particular groups. Our lawful bases for this are Public Task and Reasons of Substantial Public Interest.
We will ask you for disability/health, dietary and religious data to support your participation and to ensure the activities are inclusive of your needs. We will only process this if you give us your Explicit Consent.
Some of our projects ask for your special category data on an anonymous form, this helps us to monitor diversity on our projects and courses.
How can I have my data removed or deleted?
We need to process contact details for you so that you can take part. If you do not want us to use this data in this way, then unfortunately you will not be able to participate.
Some projects need to check you are eligible to take part. If you do not want us to use your data in this way then unfortunately, we will not be able to check your eligibility and you will not be able to participate.
If you do not wish us to use your data to track which projects you take part in and which courses you apply to at the university, you have the right to opt out of this and still participate in the project.
To make the activities inclusive of your needs, we ask for data on health, dietary and religious requirements. You can opt out of this, but if you do so then we may not be able to make the event accessible for you.
Photographs/recordings will be kept on university systems for up to two years and then deleted, however please note that they may be shared online, in emails to partner organisations and on social media, and we will not be able to delete copies after they have been shared in these forums. If you ask us to erase them within the two-year period, we will delete them from University of Leeds systems and will not produce further content using them.
Some activities, such as competitions, need you to share your personal data with us so that you can take part, for example, video competitions need you to send us a video of yourself. If you do not wish us to use your data in this way, then unfortunately you will not be able to participate.
Surname and county of competition winners will be kept for up to 6 years to comply with Advertising Standards Authority prize competition regulations and cannot be deleted before this time, however no further processing will take place without your permission.
Please note that once your data has been anonymised for statistical purposes it will no longer be able to be identified for deletion.
Your data protection rights
You have the right to:
- withdraw consent at any time where that is the lawful 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 the Information Commissioner website for further information on your rights. You may also email Kathie Hunter at K.M.Hunter@leeds.ac.uk for further information about our outreach and how we treat your data.
You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF