Widening participation and outreach for current students privacy notice

The Widening Participation and Outreach team at the University of Surrey is registered as a data controller 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. 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.

We may collect demographic information from you when you participate in an activity organised by the Widening Participation and Outreach team or we collaborate with another department to deliver a programme supporting student success or progression.

Personal data is collected on a Student Information form which is filled in when you are invited to participate in an outreach activity organised by the Widening Participation and Outreach team or another department.

The personal data we collect will include your:

  • Name
  • Contact details
  • Date of birth
  • Previous educational history
  • Postcode
  • Unique reference number so that we can monitor your success and progression during your time at university
  • Variety of other criteria, such as whether you are a care leaver or a mature learner etc
  • Information that may fall into a ‘special category’, for example
    • Ethnicity
    • Disability or accessibility requirements.

More information about our widening participation categories and the type of information we collect can be found at our targeting and eligibility criteria page.

For ‘in-reach’ activities we collect information so that we can assess the impact of activities on student success and progression at the University. The information also enables us to develop activities that will support particular groups of students through their time at university.

We may also publish anonymised reports based on the data collected, however we will not identify individuals. At no time will your data be passed to external organisations or to departments that are not already mentioned above, unless specifically stated.

We will retain the data collected from activities you have participated in for a period of five years.

As an individual whose data we process (a data subject), you have certain rights in relation to the processing. Find detailed information about your rights as a data subject.

You have the right to:

  • Withdraw your consent for us to process your personal data where we have relied on that consent as our basis for processing your data.
  • Ask us to confirm that your personal data is being processed and to gain 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. The circumstances where this applies can be found in the guide to data subject rights information.
  • Restrict the processing of your personal data in certain ways.
  • Obtain your personal data for reuse.
  • Object to certain processing of your personal data.

If you would like to exercise any of your rights please visit our make a privacy request section.

Make a complaint

If you have any concerns about the way that we have handled your personal data please email the Data Protection team as we would like to have the opportunity to resolve your concerns.

If you’re still unhappy, you have the right to complain to the Information Commissioner’s Office (an independent body set up to advise on information rights for the UK) about the way in which we process your personal data.