Swansea University Engineering Privacy Notice – Summer School Program
How Do We Use Your Data?
Swansea University is the lead organiser of the Faculty of Science and Engineering Summer Schools, run in conjunction with Engineering Education Scheme Wales (EESW), and is responsible for the collection and processing of personal data including data defined as special category. As such, Swansea University is the data controller and is committed to protecting the rights of participants in line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Swansea University has a Data Protection Officer who can be contacted through dataprotection@swansea.ac.uk
We take the collection, storage and use of personal data very seriously. In this document, you will find an explanation of why we collect individual data as part of the Summer School programmes, how we process it and the steps we take to ensure data security at all stages.
All data collected through Summer School programmes is processed and stored in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
We act as both a Data Controller and Data Processor in the following circumstances:
- Data Controller - data collected as a result of your application is processed in order for us to contact applicants, their parents/guardians, and assess their eligibility for the programmes.
- Data Processor - data collected on behalf of EESW in order for them to access funding from the Welsh Government, where EESW is designated as the Data Controller. Their privacy notice can be seen here
What kind of information do we collect?
Application
We collect the following pieces of information for those who apply to attend the Engineering Summer School to help us to process their application form and to ensure they are suitable for the programme. If successful, the contact information for parent/guardian is used to communicate and gather essential safeguarding information.
Applicant:
- Name
- Contact details (phone number and email address)
- Date of birth
- Gender
- Home address
- School
- Prior Educational Achievement
Parent/Guardian
- Name
- Contact details (phone number and email address)
Selection
Successful applicants will be contacted via the email address given in the application stage to request details on the following information:
- Disability
- Dietary requirements
- Cultural requirements
- Emergency contact details
- Allergies
- Medical arrangements
- Medication taken
- GP surgery details
- Photograph
For residential and out of school hours activities we collect medical details and special requirements for the purpose of providing support and ensuring the health and safety of participants and staff. We request disability information to ensure that the course is accessible for all attendees to allow them to participate in activities and practical sessions safely. We use the photograph of the applicant to assist us in identifying attendees upon arrival and to assist other colleagues in the case of an emergency situation during the Summer School programme.
At the Summer School
- Photograph and films
- The organisation’s (Swansea University) successful execution of the programme
- Public interest for EESW funded applicants
During events we may take photos and films which we use for marketing purposes such as on our website or in our newsletter.
What is the legal basis for processing the data?
Our legal basis for collecting and processing personal data is consent. We gather consent to communicate, market and gather all data from Summer School applicants.
Our legal basis for collecting and processing special category data is consent. Applicants selected to participate in the programme are requested to provide medical details to ensure Swansea University can mitigate risks of illness while the individual participates in the Summer School.
The work we carry out to promote participation in higher education is carried out in the interest of:
EESW is a registered charity, funded by the Welsh Government, who fund 50% of the places on the Engineering Summer School. Swansea University needs to ensure that the money we receive from government funding agencies is spent appropriately and has a positive impact on the recipient’s future.
In order to measure impact and to conduct our activities, we need to gather student participation data eg: Where data is being collected for this purpose EESW is the Data Controller and Swansea University is the Data Processor.
Who receives your information?
Swansea University’s Faculty of Science and Engineering Recruitment staff are the only authorised people to receive your application information in the first instance.
All successful applicants will have selected data shared with internal University departments.
Internal departments
Conference Services team
Reason: To allocate accommodation and arrange catering
Data shared: Name, dietary requirements, medical requirements, disability
Student Ambassadors
Reason: Safeguarding attendees on the programme
Data shared: Name, contact number, dietary requirements, medical requirements, disability
Engineering Reception team
Reason: Safeguarding attendees on the programme
Data shared: Name
Central Marketing team
Reason: Marketing emails following the event to provide information on other engagement opportunities with Swansea University
External bodies
Successful Welsh domicile applicants who are eligible for funding through EESW will have the following data shared with the aforementioned charity, in line with the grant funding regulations from Welsh Government. This data is shared for monitoring and research purposes only.
- Name
- Contact details (email address & phone number)
- Date of birth
- Address
- School
- Disabilities
Further information may be required to secure a funded place but this information should be sent directly from the applicant to EESW, to avoid any unnecessary data coming to Swansea University.
Why we collect individual data and how we use it.
We collect data on individuals for the following reasons.
- To communicate information regarding the Summer School to prospective participants.
- To ensure the health and safety of all participants in our programmes and assist with pastoral and welfare needs e.g. ensuring that we are aware of medical conditions.
- For the purposes of evaluation which helps us to assess the suitability of the participant for the Summer School programme.
- To promote engineering and university opportunities to attendees.
- For marketing engagement with potential university key audiences, such as sixth form students.
- The long-term tracking of participants’ education journeys, which lets us see how many of the students who participate in our activities go on to university.
How data is processed
Applicant’s data when applying to the Summer School is supplied in an online application form over a secure URL. This data can only be accessed and downloaded/read by authorised members of the Faculty of Science and Engineering recruitment team for administering the scheme.
In compliance with data laws, all digitally stored data should be password protected and encrypted. Completed forms will be downloaded, password protected and stored on a secure area network within the Faculty of Science and Engineering e-file system. Access to these spreadsheets is restricted to members of the Faculty of Science and Engineering recruitment team.
Any internal or external reporting that utilises collected data does so in an aggregate fashion, meaning that only totals are shown so data on individuals is never disclosed.
How long will your information be held?
We understand that records and information should only be retained for legitimate use and for no longer. Paper based information will be stored securely and destroyed within one year of the event. Electronic records will be stored within a secure online database for a period of 5 years after an event, the annual date of review being 31st August.
Data shared/linked with third parties for research purposes will remain within the third party databases for the lifetime of the third parties’ projects, as individuals are no longer identifiable.
Security of your information
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, while paper files will be stored in secure areas with controlled access.
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, withdraw consent and to port your personal information. If you have any concerns about the use of data for these purposes or would like a copy of the data we hold about you, requests should be made in writing to the University Data Protection Officer:
Mrs Bev Buckley
University Compliance Officer (FOI/DP)
Vice-Chancellor’s Office
Swansea University
Singleton Park
Swansea
SA2 8PP
Email: dataprotection@swansea.ac.uk
Further questions?
If you have further questions about how we process individual monitoring data, please feel free to get in touch with our Summer School Team in the Faculty of Science and Engineering, EngineeringSummerSchool@swansea.ac.uk.
How to make a complaint
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,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF
Reviewed and Updated: January 2021.