This statement explains how the Development & Engagement and Marketing teams within the Marketing, Recruitment & International Department of Swansea University will handle and use your personal information during and after our relationship completes.
We are committed to protecting your information and being transparent about the information we hold. If however you would like to read more about the University’s commitment to protecting your personal information and being transparent as a whole, please visit the University Data Protection webpages.
Using Your Personal Information
Swansea University is the data controller and is committed to protecting the rights of clients and partners in line with the new General Data Protection Regulation (GDPR). Swansea University has a Data Protection Officer who can be contacted through firstname.lastname@example.org
What information do we collect about you?
We will collect the following information from individuals who enter the University’s ‘University of the Future’ Competition:
- Name of entrant
- Age of entrant
- Name of parent/guardian
- School of entrant
- Email address of parent/guardian
- Telephone Number of parent/guardian
How will your information be used?
The name, age, school and content (picture, story or video) of winning entrants will be used on the Swansea University website and social media channels and provided to two third party organisations including the video animation company along with the management company of the prize awarding artist.
The name, age & school of the winning entrants will be displayed on the final produced film and as part of the promotion of the ‘University of the Future’ competition. The winning entrant’s school will be notified.
The highly commended entrants name, age, school and content (picture, story or video) will be used on the Swansea University website to promote any campaigns that the University feels beneficial.
Swansea University may wish to share entrants personal data on social media platforms subject to individuals consent, which will be obtained in writing at the point of selection.
The parent/guardian’s e-mail address will be used to confirm receipt of submission and also to notify if their child/dependant has been shortlisted/won the competition.
The final animated story and videos may be used to promote Swansea University’s Centenary campaign in other ways, such as through live or online events. The winning entrants will be credited where their work is used.
No other details will be used in any other way by Swansea University.
What is our legal basis for processing?
Processing your personal data is necessary for the purposes of the legitimate interests pursued by the University in order to administer the University’s ‘University of the Future’ Competition.
Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation).
Who receives your information?
Information which you supply to us will be held by Swansea University.
Your personal information will be stored on our secure electronic systems and databases and can be accessed by colleagues within the University who have appropriate permissions. Personal information is protected by the University and will not be disclosed to third party organisations without explicit consent.
Information is made available to personnel requiring access in limited circumstances for the reasons outlined above. These include:
- University administrative, Development and Engagement and Marketing staff
How your personal information is stored?
Data Protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure.
Only members of staff who need access to relevant parts or all of your information will be authorised to do so. Information about you in electronic form will be subject to password and other security restrictions, saved on university secure networks while paper files will be stored in secure areas with controlled access.
How long will your information be held?
Your personal data will be held for a year after the competition closing date.
If you have provided consent to Swansea University to process any of your data, then you also have a right to withdraw that consent and ask for your data to be erased.
What are your rights?
You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information (please note however that this is likely to affect our ability to provide support to you in the most effective way, if at all).
Please visit the Swansea University Data Protection webpages for further information in relation to your rights.
Any requests or objections should be made in writing to the University Data Protection Officer:-
University Compliance Officer (FOI/DP),
If you are unhappy with the way in which your personal information has been processed, you may in the first instance contact the University Data Protection Officer using the contact details above.
If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at: -
Information Commissioner’s Office,