About this notice About this notice

The University of East Anglia’s (UEA) Outreach and Widening Participation teams (and Network for East Anglian Collaborative Outreach, neaco) work with schools and colleges across Norfolk, Suffolk and Cambridgeshire to raise knowledge of, and aspiration towards, Higher Education. UEA takes its responsibilities towards data protection seriously, and we want to reassure you that any information about you that is shared with or collected by UEA will be handled appropriately.

This privacy notice applies to people who the University works with to raise knowledge of and aspiration towards Higher Education. 

These people may be:

1. Teachers and education professionals 

2. School and college pupils/students

3. Parents and carers

This notice tells you what to expect when the University collects and uses your personal information. If we need to use your information in different ways, or for a different purpose, we will let you know by means of a separate notice. 

In order to ensure we only hold data about those who do not object to UEA using their information in the ways outlined, you can ask us at any time not to use your data or your child/ward’s data. To do so, or for further information about this, please contact rao.data@uea.ac.uk. 

The University of East Anglia is a registered data controller and will collect and use personal information in accordance with current UK data protection legislation.

1. TEACHERS AND EDUCATION PROFESSIONALS 1. TEACHERS AND EDUCATION PROFESSIONALS

If you are a teacher or other education professional, click on the links below to find out more about how the University uses your data. For information on how we use pupil or student data, see section 2. 

WHERE DOES OUR INFORMATION COME FROM?

Most of the information we use is collected directly from you, for example when you fill in a form or a survey, or by referral, for example through colleagues in your institution or other staff working with or for the University.

We may occasionally contact you using contacts details made available on school/college websites.

WHAT INFORMATION DO WE HOLD ABOUT YOU?

The following table describes what information we collect about you.

Type of information

Standard information

Additional information for attendees of University events

Identity

Full name and title

Y

Y

Preferred name

Y

Y

Job title

Y

Y

Subjects taught and type of education provider worked for

Y

Y

Contact details

Full school/college address or other place of work

Y

Y

Telephone number(s) – inc. personal if volunteered

Y

Y

Email address

Y

Y

Sensitive or ‘Special category’ personal data

Additional requirements to enable reasonable adjustments

 

Y

Personal Emergency Evacuation Plan (PEEP)

 

Y

Miscellaneous

Dietary preferences

 

Y

WHY WE USE YOUR INFORMATION

This section sets out why we use your personal information. As required by UK data protection law, this table also explains the ‘lawful basis’, or condition, for processing your data.

Where we process your data based on your consent, you have the right to withdraw that consent at any time. Contact dataprotection@uea.ac.uk for further advice, or to withdraw consent.

Where we process information about you that is classed as sensitive, or special category data, we also need to identify a further lawful basis in order to handle this type of information. Where relevant, this is also listed in the table below.

 

Why we need to use your information

lawful basis for our use of your personal information

Special category lawful basis (where relevant)

With your consent

To comply with the law

Legitimate interests*

To provide course information and promote activities your students can attend

 

 

Y

 

For event coordination and recording attendance at events

 

 

Y

Explicit consent (a)

To produce statistics to help us understand changes in our service

 

 

Y

 

To administer surveys for internal monitoring, evaluation and research purposes and to contact you if you win a prize in a survey prize draw

 

 

Y

 

To process and respond to requests for information, as required by law (e.g. Freedom of Information or data protection legislation)

 

Y

 

Substantial public interest (g)

 

 

 

* Where we rely on this lawful basis we will aim to conduct a legitimate interests assessment (LIA), to ensure that we can justify our decision

STATISTICS AND REPORTING

In addition to, and where compatible with, these purposes, the University also aggregates data to allow statistical reporting. This analysis enables us to monitor, evaluate, and enhance our service. The University does not currently use this information on an individual basis – we will ensure your data remains anonymous in any reports or associated publications and it will not be possible to identify you individually from these

SHARING AND DISCLOSING YOUR PERSONAL INFORMATION

Staff access to your personal data held by the University will be restricted to those individuals whose roles require use of such data for any of the purposes listed above.

The University will, where required, disclose certain personal data to external bodies, as categorised below. At all times the amount of information disclosed and the manner in which it is disclosed will be in accordance with the provisions and obligations of UK data protection law.

We do not sell your data, or share it with organisations other than those described below, unless required or allowed by law.

Name or category of organisation

Details of data shared

HEAT

All information listed above, with exception of any special category or sensitive data

Villiers Park

All information listed above, with exception of any special category or sensitive data, unless required for a specific event

NEACO partners (Cambridge University, Anglia Ruskin University, Norwich University of the Arts, University of Suffolk)

All information listed above

When we share data in this way, these organisations will exercise control over how your information will be used, and also have an obligation to tell you how they will use your information. We advise you to look at their privacy notices/policies. If you require any assistance with this, please contact us at dataprotection@uea.ac.uk

2. SCHOOL PUPILS AND COLLEGE STUDENTS 2. SCHOOL PUPILS AND COLLEGE STUDENTS

If you are a school pupil or college student, click on the links below to find out more about how the University uses your data.

WHERE DOES OUR INFORMATION COME FROM?

If you are in Year 9 upwards, most of the information we use is collected from your school or college. We may collect information directly from you if you fill in a form or survey, or via your parents or carers. If you are in Years 4-8 please see Section 3 – Parents and Carers. Your details will also be shared with us or by us with other universities we work with on the neaco project. Information about how your personal information may be used by neaco in connection with the administration of the 'Take Your Place' programme, and for related purposes, is available at https://www.takeyourplace.ac.uk/how-we-use-participant-data. Please contact info@takeyourplace.ac.uk if you have any questions about how neaco use your data.

For care leavers and those with caring responsibilities, we will receive some data from Norfolk County council, as follows: Full name, school or college and year group.

We will also receive data from HESA on your progression through your studies. This may include whether you progress to HE, grade, and your graduate destination (job after graduating).

HESA and Norfolk County Council also have an obligation to tell you how they will use your information, and in some cases will require your consent to share information with us. We advise you to look at their privacy notices/policies.

When you engage with the University you should not need to provide us with the same standard information more than once (unless you are completing a feedback survey). We may therefore use your information again if you join us for another event.

WHAT INFORMATION DO WE HOLD ABOUT YOU?

The following table describes what information we collect about you, and when we need to use it.

Type of information

Standard information

Attendees of University events

Identity

Full name

Y

Y

Preferred name

 

Y

Gender

Y

Y

Date of Birth

Y

Y

Postcode

Y

Y

Contact details

Full postal address

 

Y

Telephone number(s)

 

Y

Email address

Y

Y

 

 

 

Education information

Current school, and school year

Y

Y

Subject area of interest

 

Y

Which exam board you are studying specific subjects with

 

Y

Domestic & family information

Whether you’re in care, or a care leaver

Y

Y

Whether you’re a young carer

Y

Y

Your emergency contact information

 

Y

Whether you are estranged from your family

 

Y

Whether you are (or have been in the last 6 years) in receipt of free school meals

 

Y

Sensitive or ‘Special category’ personal data

Medications taken and current medical treatments

 

Y

Allergies

 

Y

Additional requirements to enable reasonable adjustments

 

Y

Personal Emergency Evacuation Plan (PEEP)

 

Y

Ethnicity

Y

Y

Disability information

Y

Y

Miscellaneous

Dietary preferences

 

Y

Whether you are a refugee or asylum seeker

 

Y

Information about the UEA event(s) you’ve taken part in

Y

Y

WHY WE USE YOUR INFORMATION

This section sets out why we use your personal information. As required by UK data protection law, this table also explains the ‘lawful basis’, or condition, for processing your data.

Where we process your data based on your consent, you have the right to withdraw that consent at any time. Contact dataprotection@uea.ac.uk for further advice, or to withdraw consent.

Where we process information about you that is classed as sensitive, or special category data, we also need to identify a further lawful basis in order to handle this type of information. Where relevant, this is also listed in the table below. In order to capture your special category data, we have an Appropriate Policy in place, which can be found here.

Why we need to use your information

lawful basis for our use of your personal information

Special category lawful basis (where relevant)

With your consent

To comply with the law

Legitimate interests*

Public task

Additional information for attendees at events is collected to contact you to confirm and facilitate your participation in the event, and to send you information relevant to the event

 

 

Y

 

 

 

To help improve the targeting, activity, focus, delivery and impact of its programmes – this includes tracking your engagement with UEA’s service by entering your data into the Higher Education Access Tracker (HEAT - http://heat.ac.uk), a monitoring and evaluation service for UK universities (use of this service will allow us to evaluate the impact of our programmes through your outcomes and HE choices after year 13, including applications to Higher Education institutions)

 

 

 

Y

 

To administer feedback surveys to evaluate the success and impact of events you attend (this may include linking your responses to demographic data your school/college has provided previously) and to contact you if you win a prize in a survey prize draw

 

 

 

Y

 

To send you invitations to connected follow-up events (e.g. reunions and celebrations) and to send you additional relevant information and resources related to UEA/neaco activities

 

 

 

Y

 

For UEA’s own internal monitoring, evaluation and research purposes.

 

 

 

Y

The lawful basis of substantial public interest, and data is processed under the condition of equality of opportunity or treatment. (Sch.1, Part 2, Para. 8) 

To provide information on wider UEA events or course-based information (unrelated to the Outreach event they have signed up to).

Y

 

 

 

 

 

* Where we rely on this lawful basis we will aim to conduct a legitimate interests assessment (LIA), to ensure that we can justify our decision

STATISTICS AND REPORTING

In addition to, and where compatible with, these purposes, the University also aggregates data collected within its in-house data warehouse to allow statistical reporting on and modelling of your data. This automated analysis enables us to monitor, evaluate, and enhance your experience, and assess the effectiveness and efficiency of University programmes both internally and against other universities. The University does not currently use this information on an individual basis – we will ensure your data remains anonymous in any reports or associated publications and it will not be possible to identify you individually from these.

SHARING AND DISCLOSING YOUR PERSONAL INFORMATION

Staff access to your personal data held by the University will be restricted to those individuals whose roles require use of such data for any of the purposes listed above.

During your engagement with the University we will, where required, disclose certain personal data to external bodies, as categorised below. At all times the amount of information disclosed and the manner in which it is disclosed will be in accordance with the provisions and obligations of UK data protection law. We do not sell your data, or share it with organisations other than those described below, unless required or allowed by law.

UEA and HEAT may link your data to records held by the Higher Education Statistics Authority (HESA). 

Name or category of organisation

Details of data shared

Your parent or carer

Your name, which events you are taking part in and any special category or sensitive data when required to facilitate attendance at a specific event.

HEAT

All standard information listed in the table above

NEACO Partners

All standard information listed in the table above

Villiers Park

All information listed above, with exception of any special category or sensitive data, unless required for a specific event

Schools and colleges

Your name and which event(s) you are attending

Teachers delivering workshops as part of our events eg. Revision Days

Your name, subject you are studying and which exam board you are studying through

HESA (Higher Education Statistics Authority)

All standard information listed in the table above

When we share data in this way, these organisations will exercise control over how your information will be used, and also have an obligation to tell you how they will use your information. We advise you to look at their privacy notices/policies. If you require any assistance with this, please contact us at dataprotection@uea.ac.uk.

3. PARENTS AND CARERS 3. PARENTS AND CARERS

If you are a parent or a carer, click on the links below to find out more about how the University uses your data. For information on how we use your child or ward's personal information, see section 2 above. 

WHERE DOES OUR INFORMATION COME FROM?

If your child /ward is in Years 4-8, their school will share the information in Section 2 with you.

Most of the information we collect about you, is given to us by your child/ward. We may collect information directly from you if you fill in a form or survey.

WHAT INFORMATION DO WE HOLD ABOUT YOU?

The following list outlines what information we collect about you:

  • Full name and title
  • Relationship to child/ward, and their name
  • Full postal address
  • Telephone number(s) – inc. personal if volunteered
  • Email address
  • Additional requirements to enable reasonable adjustments
  • Personal Emergency Evacuation Plan (PEEP)
  • Dietary preferences

WHY WE USE YOUR INFORMATION

This section sets out why we use your personal information. As required by UK data protection law, this table also explains the ‘lawful basis’, or condition, for processing your data.

Where we process your data based on your consent, you have the right to withdraw that consent at any time. Contact dataprotection@uea.ac.uk for further advice, or to withdraw consent.

Where we process information about you that is classed as sensitive, or special category data, we also need to identify a further lawful basis in order to handle this type of information. Where relevant, this is also listed in the table below.

Why we need to use your information

lawful basis for our use of your personal information

Special category lawful basis (where relevant)

With your consent

To comply with the law

Legitimate interests*

Public task

Information is collected to contact you to confirm and facilitate you and your child / ward’s participation in the event, and to send you information on follow up events including reunions and celebrations.

 

 

Y

 

 

 

To contact you in an emergency that involves your child / ward  during a UEA event

Y

 

 

 

 

To ensure reasonable adjustments are made where needed when you attend our event(s)

Y

 

 

 

 

To administer feedback surveys to evaluate the success and impact of events you attend and to contact you if you win a prize in a survey prize draw

Y

 

 

 

 

 

* Where we rely on this lawful basis we will aim to conduct a legitimate interests assessment (LIA), to ensure that we can justify our decision

STATISTICS AND REPORTING

In addition to, and where compatible with, these purposes, the University also aggregates data to allow statistical reporting. This analysis enables us to monitor, evaluate, and enhance our service. The University does not currently use this information on an individual basis – we will ensure your data remains anonymous in any reports or associated publications and it will not be possible to identify you individually from these.

SHARING AND DISCLOSING YOUR PERSONAL INFORMATION

Staff access to your personal data held by the University will be restricted to those individuals whose roles require use of such data for any of the purposes listed above.

We may share your information with a taxi company (Enterprise), if we are providing transport for an event.

Data Processors Data Processors

We may use third party organisations, known as data processors, to provide certain services on our behalf. In order to deliver these services, these organisations may have access to some or all of the data we hold about you. We are required to have contracts in place with each of these data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.

These data processors are primarily software providers, for example Microsoft. See our IT webpages for further details.

how long we keep your information how long we keep your information

We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected. The retention periods for each purpose are set out in the University’s Records Retention Schedules. Specific detail is in the ARM - RAO schedule. 

Data will be securely destroyed when no longer required.

further details and contact information further details and contact information

For general information on your data protection rights, who to contact if you have a complaint or a concern about the accuracy, retention or processing of your personal information, and for other information about data protection at UEA that you might find helpful, see our further information web page.

changes to this notice changes to this notice

We regularly review the University's privacy notices. This notice was last updated in June 2019.