GSA short courses privacy notice

The University of Surrey is the “Data Controller” of your personal data. We are registered with the Information Commissioner’s Office (our notification number is Z6346945) and we are committed to ensuring that the personal data we process is handled in accordance with data protection legislation.

GSA is part of the University of Surrey. We have a named Data Protection Officer, Suzie Mereweather, who can be contacted via dataprotection@surrey.ac.uk.

One of our responsibilities is to tell you about the different ways we collect and use your personal data. This statement provides details about these uses. In addition to this statement, you may be given further information about the uses of your personal data when you use certain services offered by the University of Surrey.

When you apply, or you apply on behalf of your child, to attend one of our short courses including our Saturday and Summer School courses we will hold and processes personal data about you and/or your child:

  •   Name (family names and child’s name);
  •   Contact details including your telephone number and address;
  • The name of the institution/school that either you or your child is currently attending, if applicable;
  • Dietary requirements, if applicable;
  • Medical information, if this has been stated;
  • Your or your child’s image when captured for use in our promotional materials.

We receive this data from you when you:

  • Complete the online form
  • Take part in one of our short courses.

The University collects only the data we need and we keep the data up to date and only for as long as it is needed. 

We collect your personal data in order to:

  • Provide you with information regarding a course or courses
  • Register you on a course
  • Send you course material, if applicable
  • Process your application for a short course
  • Meet any of your dietary and health requirements that you have provided to us
  • Promote GSA activities to the wider community through the use of any video and photographic images that we take, which may include your image unless you have advised us in writing that you do not want your or your child’s image used for these purposes.
  • Provide you with evaluation surveys on the completion of the course. These will be anonymous.
  • Contact you after a course if you have opted in to receive further marketing information and other GSA-related information that we would normally send to our alumni. View our alumni privacy notice

It is important for you to know the lawful basis for us processing your information:

We process data to meet our contractual duties to you and provide you with services as laid out in our contract with you.

We also process data in our legitimate interests in relation to the business of running short courses at the University of Surrey. These legitimate interests are determined through an assessment made by weighing our requirements against the impact of the processing on you. Our legitimate interests will never override your right to privacy and the freedoms that require the protection of your personal data. If you are interested in learning more about this legitimate interest assessment, please contact dataprotection@surrey.ac.uk.

We process data because you give us your consent, specifically to provide you with the information needed to attend a short course, to provide you with marketing communications from the University, where you have opted into receiving those and to maintain a continuing relationship with you after the course has finished.

The University processes personal data and special category data in accordance with data protection legislation and its own Data Protection Policy

We keep your personal data in accordance with the University’s retention schedules. This means that your data is kept for a maximum of 7 years.

We take the security of the personal data we hold seriously. Details on university wide measures surrounding IT security can be found in the principal IT Security Policy which sets out the definition of, commitment to and requirements of Information Technology and Security.

We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties.

Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions contained within a contract, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

We have a legal duty to report any concerns surrounding any child in their care if we have a suspicion they may be suffering from a form of abuse or if a child makes an allegation. In this event staff with follow the University’s safeguarding policy, which may involve the sharing of your and/or your child’s data with our safeguarding team and with the appropriate external agencies. Please contact us if you would like more information about this.

As an individual whose data we process (a data subject), you have certain rights in relation to the processing. You can find detailed information about your rights as a data subject on the University’s webpage

You have the right to:

  • Withdraw your consent in circumstances where we are processing your personal data on that basis
  • Ask us to confirm that your personal data is being processed and to access (i.e. have a copy) of that data as well as to be provided with supplemental information about the processing
  • Request that we rectify any inaccuracies where the data we hold on you is inaccurate or incomplete
  • Have your data erased by us, although in certain circumstances we may not be able to do this, for example, where we must comply with a legal obligation or in managing your health and social care. The circumstances where this applies can be found in the data subject rights information on the University’s webpage 
  • Restrict the processing of your personal data in certain way
  • Obtain your personal data for reuse
  • Object to certain processing of your personal data.

To exercise any of these rights, please contact dataprotection@surrey.ac.uk

If you have any concerns about the way that we have handled your personal data please contact us at: gsasummerschool@gsa.surrey.ac.uk as we would like to have the opportunity to resolve your concerns. If you’re still unhappy, you have the right to lodge a complaint with the Information Commissioner’s Office