Privacy notice for Access and Outreach widening participation activities

It sets out the ways in which the University of York’s Access and Outreach team gathers, uses, stores and shares data. It also sets out how long we keep data and what rights you have in relation to your data under the General Data Protection Regulation (GDPR).

For the purposes of this privacy notice, the University of York is the Data Controller as defined in the General Data Protection Regulation. We are registered with the Information Commissioner’s Office and our entry can be found on their website. Our registration number is Z4855807.

Where do we get data from?

We collect information about you/your child/ward when applying to participate in, or registering your interest in, one of our programmes or events. This information is collected directly from application forms and is handled by the Access and Outreach Team at the University of York. We may also collect information when you complete questionnaires, evaluation forms, reflection logs, research projects specifically related to your participation in one of our programmes or events.

What data do we have?

Personal data such as name, date of birth, home address, email address, telephone number, details of your qualifications, emergency contact details and parent/guardian education background.

Special category data such as information about disability, health, ethnicity and racial origin.

What is our legal basis for processing data?

Typically, data will be processed:

• on the grounds of contractual requirement or to take steps to enter into a contract eg to deliver our widening participation programme
• because it is necessary for the performance of a task carried out in the public interest (ie to advance learning and knowledge by teaching and research, and to enable people to obtain the advantages of university education)
• because you have given your consent or, in the case of special category data, your explicit consent
• because we have a legitimate interest to do so e.g. to better understand the effectiveness of our widening participation programmes and events
• to allow us to comply with our legal obligations 
• to protect your or another person’s vital interests
• to monitor equality and diversity.

How do we use data?

We will use personal data (and special category data) for the following purposes:

• to assess eligibility to participate in a programme or event, assist shortlisting and selection for programmes and events. For further information see our schools and colleges web pages
• to deliver and facilitate involvement in the programme or event
• to contact you in relation to the programme by email, phone, text message and post
• to enable effective communication with you regarding additional opportunities to attend University events (for example Open Days) and other Access and Outreach initiatives (for example extensions of projects, progression to other programmes and invitations to useful events)
• for health, safety and wellbeing during the course of the programme or event
• to provide disability support or special access arrangements
• to record attendance at, and engagement in, all events associated with the programme
• for research, monitoring and evaluation purposes
• to monitor equal opportunities
• to compile statistical returns which the University may be required to publish or pass to government bodies or the Higher Educational Statistical Agency (HESA).

Who do we share your data with?

The information provided will be used by the University of York for the purposes outlined above. It will also be shared with the following third parties:

• your/your child/ward’s school/college for assessment of eligibility and to verify application information 
• the Office for Students (OfS)
• the Department for Education (DfE)
• the University and College Admissions Service (UCAS)
• the Higher Education Access Tracker (HEAT). Please visit the heat website for more information about how data is stored. We will continue to retain any data we share with HEAT, in line with the University’s Records Retention Schedule.
• third parties that process data on behalf of the University to support it in fulfilling its obligations and responsibilities to and relationships with you (eg software and system providers) including: Qualtrics, Formstack, Dotmailer, Pubble, Brightside, Zoom, Blackboard Collaborate, Kahoot, The Access Platform, The Sutton Trust, Amazon Web Services (for the purpose of sending a text message), iVent and Arena.

This is for the purpose of allowing us and the parties listed above to track academic attainment and future employment choices. This data will allow us to better understand the effectiveness of our widening participation activities and improve offerings accordingly.

How do we keep data secure?

The University takes information security extremely seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. For further information see our IT security web pages.

How do we transfer data safely internationally?

In certain circumstances, it is necessary to transfer Personal Data (including Special Category Data) outside the European Economic Area. In respect of such transfers, the University will comply with our obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.

How long will we keep data?

The University will retain data in line with legal requirements or where there is a business need. Retention timeframes will be determined in line with the University’s Records Retention Schedule.

What rights do you have in relation to data?

Under the General Data Protection Regulation, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent. You can verify or correct information in at any time by emailing outreach@york.ac.uk.

For all other requests, see our GDPR individuals' rights web page.

Questions or concerns

If you have any questions about this privacy notice or concerns about how data is being processed, please contact the University’s Data Protection Officer at dataprotection@york.ac.uk.

Right to complain

If you are unhappy with the way in which the University has handled personal data, you have a right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, see the ICO website.

We keep our privacy notice under regular review. This notice was last updated on 18 January 2021.