Next Steps South West Participant Privacy Policy

Next Steps South West Participant Privacy Policy

Next Steps South West Participants

Participants in the Next Steps South West (NSSW) take part in the National Collaborative Outreach Programme (NCOP). NCOP aims to increase the number of young people in higher education by 2020 by providing information, advice and guidance and support to students. As part of the project, participants will be invited to join in with activities and sessions that will talk about higher education. These may be aimed at explaining more about post-18 options, target specific skills, or aim to raise confidence or aspiration. Participants will also be asked to complete a survey about HE, and evaluation surveys after activities in which they may take part.

Participant Privacy Policy

Next Steps South West operates under the direction of its lead institution, The University of Plymouth, registered with the Information Commissioner’s Office Z7546246. Next Steps South West is responsible for the use of the personal data provided to it by participants in the project. You may provide us with information directly but we may also receive it from authorised third parties including but not exclusive to:

  • Your school or college
  • External partners who have your consent to share your data (such as providers of Careers 1:1 sessions)

This privacy notice explains how we use your data in relation to the Next Steps South West project.

What personal data will be processed?

When you take part in Next Steps South West (NSSW) project activities, such as our baseline survey, or a workshop relating to higher education or post-16 study, we require your personal details. We use these to provide evidence of your attendance to our funding body, and to monitor the impact of NSSW.

Personal details we will ask for include, but are not exclusive to:

  • your first name and last name
  • your date of birth
  • your home postcode
  • your school name and year group
  • your gender
  • a contact email address

As part of our long-term monitoring framework, we will also ask for your consent to share your data on the secure Higher Education Access Tracker (HEAT) database. We use this database in order to keep a record about your participation in the project, including:

  • details of your engagement with individual NSSW activities
  • HE progression data (further study post-18)

As part of the evaluation framework of the NSSW project, we may also ask you to complete individual evaluation of activities, such as pre- and post-event surveys and focus groups. This data will be anonymised, and will not be linked to any other records we hold relating to you, such as event attendance data.

How we use your data

The information you provide will be used to confirm your attendance at NSSW activities.

We will also process your data (provided by you or by a third party, such as your school or college) for the following purposes:

  • To ensure that we are working with students who are targeted by the National Collaborative Outreach Programme (NCOP) that we are part of, funded by the Office for Students (OfS).
  • To communicate with you by email regarding your experience of the project, when you consent for us to do so.
  • To compile statistics and conduct research for reporting purposes to our funding body (OfS).
  • To comply with any relevant statutory obligations.

We will also process your data to fulfil and monitor our legal responsibilities as part of the National Collaborative Outreach Programme.

What is the legal basis of the processing?

We process targeting data provided to us by schools to ensure that we are working with the students identified by the Office for Students. In so doing we are carrying out a public task, as we are funded as part of the NCOP project by the OfS.

Once you participate in a NSSW activity and provide consent to give us your data, we process your data to provide evidence to our funding body that we have worked with students in our target wards. We also process this data in order to evaluate the impact of our project on you and other young people that we work with.

You can opt out of participating in the project at any time, but by doing so you may miss out on key information and activities that we believe may be of benefit to you.

Who will your personal data be shared with?

Within Next Steps South West, your data is shared with only those Next Steps South West staff who need access for the processing purposes set out in this policy.

With your permission, we will also share your personal details to match your survey answers with other data held by other organisations, so that we can track your progress over time. These organisations are:

  • OfS (The Office for Students)
  • HESA (the Higher Education Statistics Agency)
  • UCAS (the Universities and Colleges Admissions Service), including their STROBE service
  • HEAT (Higher Education Access Tracker)
  • NPD (the National Pupil Database)
  • CFE Research
  • Behavioural Insights Team
  • Education and Skills Funding Agency
  • Department for Education
  • The University of Plymouth

We always have appropriate contracts in place before sharing your data with any other data controllers or contractors.

Sometimes your personal data is processed by these organisations outside the European Economic Area (e.g. because they use a cloud-based system with servers based outside the EEA), and if so, appropriate safeguards are in place to ensure the confidentiality and security of your personal data.

We do not share your data with external organisations for marketing their products or services. We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them.

How long is your data kept?

Your personal details will be held within a secure database up until the end of the NCOP project (currently anticipated to be December 2020).

Your rights in relation to your data

If you wish to no longer be part of the NSSW project, we will securely remove your data from all databases. However, if you do decide to withdraw from the project, any data that has already been committed to research publications cannot be destroyed.

To opt-out you can write to us or email us using the following contact details:

Telephone: + (44) 01752 587505

Email: nextstepssw@plymouth.ac.uk

Mailing address:

Next Steps South West
The University of Plymouth
Drake Circus
Plymouth University
Devon
PL4 8AA

You have the following rights in relation to your personal data:

  • The right to request your personal data is rectified if inaccurate
  • The right to request erasure of your personal data
  • The right to request that the processing of your personal data is restricted
  • The right of portability in relation to your personal data
  • The right to object to the processing of your personal data
  • The right to object to processing which involves automated decision making or profiling.

For enquiries about Subject Access Requests or if you have a Data Protection query or complaint, please email foi@plymouth.ac.uk. You also have the right to lodge a complaint about the processing of your personal data with the Information Commissioner’s Office.

This document is effective from 25 May 2018. It is reviewed when necessary and updated on this page.

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