Widening participation and outreach 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, Elizabeth Powis, 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.

The Widening Participation and Outreach team at the University of Surrey carries out a wide range of outreach activities that are available to students both locally and across the UK. We also work with other departments inside the University of Surrey and external partners to deliver ‘in-reach’ success and progression activities for students from under-represented backgrounds.

Through these activities we aim to provide advice and guidance to students to help them make informed decisions about their future education as well as providing a programme of aspiration and attainment raising activities. So that we can determine whether our activities are helping participants move on from school into further education and employment, we collect information about the students that take part in them.

The personal data we hold about you consists of your:

  • Name
  • Contact details
  • 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.

We take our obligations for data handling very seriously and it is therefore important for you to know the lawful basis for us processing your information.

We process data to comply with our legal obligation to provide activities to support the access, success and progression of students and to monitor, evaluate and research the impact of activities on students.

Our legal obligation 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 our lawful basis for collecting data, please email the Data Protection team. We will process special category data on the basis of substantial public interest.

We use the Higher Education Access Tracker (HEAT) service to record information about our outreach activities and the students who take part in these activities.

HEAT gives us the ability to track the educational journey of outreach participants into and through university and beyond into employment. For in-reach activities we collect information in order to assess the impact of activities on student success and progression at the University.

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

We also share your personal data with other members of the Widening Participation and Outreach team and Student Recruitment to enable us to manage applications for the applicant or open day travel bursary.

Data is also shared with Student Recruitment to manage the Student Ambassador scheme using HEAT. We use our own database and HEAT to process data.

We also work with Surrey Sports Park and data will be shared for evaluation purposes. For in-reach activities, we use data collected to do the above and may use it to compile anonymised reports on success and progression (e.g. report on retention rates of ‘good’ degree outcomes and graduate employability rates).

We use University systems such as Oracle BI and SITS to track current student success and progression.

We keep your personal data in accordance with the University’s retention schedules. This means that your data is kept for 10 years and then destroyed.

Internally, we share your personal data with colleagues based in other departments in order to deliver and evaluate collaborative activities which support our aims of increasing access, success and progression.

We also share your personal data with other members of the Widening Participation and Outreach Team and with Student Recruitment.

We share your data externally with the third party Higher Education Access Tracker service as outlined above and where we have your consent we will also share information with brightside, an online mentoring platform.

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 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.