Widening participation and outreach for student ambassadors 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 Higher Education Access Tracker (HEAT) has a student ambassador portal for managing the recruitment and administering the work of current student ambassadors by UK/EU Student Recruitment, Outreach and Admissions, International Student Recruitment and Marketing and Communications. This information allows us to keep track of which ambassadors support events.

Personal data will be held about you in HEAT when you applied to work as an ambassador.

We may also store information indicating your provision of all the necessary documents for your right to work on the activity for which you applied, for example, the right to work documents and Disclosure and Barring Service information.

Members of staff in the Widening Participation and Outreach Department who manage the recruitment of ambassadors will have access to the portal where it is necessary for recruiting and managing the work of ambassadors.

We will collect a variety of information about you when you register on HEAT to become a student ambassador. The type of data collected includes:

  • Name
  • Date of birth
  • Previous educational history
  • Postcode
  • Information that may fall into a ‘special category’, for example
    • Ethnicity
    • Disability
    • Accessibility requirements.

The information we collect enables us to manage the recruitment of student ambassadors to support Widening Participation and Outreach and Student Recruitment activities to:

  • Employ staff to work for UK/EU Student Recruitment, Outreach and Admissions, International Student Recruitment and Marketing and Communications
  • Administer ambassador activities you have applied to support
  • Keep a record of which ambassadors take part in events
  • Contact you about activities taking place that may be of interest to you
  • Monitor the number of student ambassadors who meet widening participation criteria
  • Publish anonymised reports that do not identify individuals.

At no time will your data be passed to external organisations or individuals not already mentioned above.

Data stored in HEAT will be stored for the duration of your time as a student at the University of Surrey.

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.