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About this notice
The University of East Anglia’s (UEA) Outreach and Inclusive Education teams and the Network for East Anglian Collaborative Outreach (neaco) work with schools and colleges across Norfolk, Suffolk and Cambridgeshire to raise knowledge of, and aspiration towards, Higher Education. UEA takes its responsibilities towards data protection seriously, and we want to reassure you that any information about you that is shared with or collected by UEA will be handled appropriately.
This privacy notice applies to people who the University works with to raise knowledge of and aspiration towards Higher Education.
These people may be:
Teachers and education professionals
School and college pupils/students
Parents and carers
This notice tells you what to expect when the University collects and uses your personal information. If we need to use your information in different ways, or for a different purpose, we will let you know by means of a separate notice.
To ensure we only hold data about those who do not object to UEA using their information in the ways outlined, you can ask us at any time not to use your data or your child’s data. To do so, or for further information about this, please contact rao.data@uea.ac.uk.
The University of East Anglia is a registered data controller and will collect and use personal information in accordance with current UK data protection legislation.
1. Teachers and education professionals
If you are a teacher or other education professional, click on the links below to find out more about how the University uses your data. For information on how we use pupil or student data, see section 2.
Where our information comes from
Most of the information we use is collected directly from you, for example when you fill in a form or a survey, or by referral, for example through colleagues in your institution or other staff working with or for the University.
The information we hold about you
The following table describes what information we collect about you.
| Type of information | Standard information | Additional information for attendees at University evenits |
|---|---|---|
| IDENTITY | ||
| Full name and title | Y | Y |
| Preferred name | Y | Y |
| Job title | Y | Y |
| Subjects taught and type of education provider worked for | Y | Y |
| CONTACT DETAILS | ||
| Full school/college address or other place of work | Y | Y |
| Telephone number(s) – inc. personal if volunteered | Y | Y |
| Email address | Y | Y |
| SENSITIVE OR 'SPECIAL CATEGORY' PERSONAL DATA | ||
| Additional requirements to enable reasonable adjustments | Y | |
| Personal Emergency Evacuation Plan (PEEP) | Y | |
| ANY OTHER INFORMATION | ||
| Dietary preferences | Y |
Why we use your information
This section sets out why we use your personal information. As required by UK data protection law, this table also explains the ‘lawful basis’, or condition, for processing your data.
Where we process your data based on your consent, you have the right to withdraw that consent at any time. Contact dataprotection@uea.ac.uk for further advice, or to withdraw consent.
Where we process information about you that is classed as sensitive, or special category data, we also need to identify a further lawful basis in order to handle this type of information. Where relevant, this is also listed in the table below.
To provide course information and promote activities you, or your students can attend
The lawful basis for our use of your data:
Legitimate interests*
Special category conditions of processing (where relevant):
N/A
For event coordination and recording attendance at events
The lawful basis for our use of your data:
Legitimate interests*
Special category lawful basis (where relevant):
Explicit consent (UK GDPR Art9(2)(a))
To produce statistics to help us understand changes in our service
The lawful basis for our use of your data:
Legitimate interests*
Special Category Condition:
N/A
To administer surveys for internal monitoring, evaluation and research purposes and to contact you if you win a prize in a survey prize draw
The lawful basis for our use of your data:
Legitimate interests*
Special category lawful basis (where relevant):
N/A
To process and respond to requests for information, as required by law (e.g. Freedom of Information or data protection legislation)
The lawful basis for our use of your data:
To comply with the law
Special category lawful basis (where relevant):
Substantial public interest (UK GDPR Art 9 (2)(g))
* Where we rely on this lawful basis we will aim to conduct a legitimate interests assessment (LIA), to ensure that we can justify our decision
Statistics and reporting
In addition to, and where compatible with, these purposes, the University also aggregates data to allow statistical reporting. This analysis enables us to monitor, evaluate, and enhance our service. The University does not currently use this information on an individual basis – we will ensure your data remains pseudonymous in any reports or associated publications and it will not be possible to identify you individually from these.
Sharing and disclosing your personal information
Staff access to your personal data held by the University will be restricted to those individuals whose roles require use of such data for any of the purposes listed above.
The University will, where required, disclose certain personal data to external bodies, as categorised below. At all times the amount of information disclosed and the manner in which it is disclosed will be in accordance with the provisions and obligations of UK data protection law.
We do not sell your data, or share it with organisations other than those described below, unless required or allowed by law.
| Name or category of organisation | Details of data shared |
|---|---|
| The University of Kent, Higher Education and Access Tracker (HEAT) Service* | All information listed above |
| Neaco partners (Cambridge University, Anglia Ruskin University, Norwich University of the Arts, University of Suffolk) | All information listed above |
When we share data in this way, these organisations will exercise control over how your information will be used, and also have an obligation to tell you how they will use your information. We advise you to look at their privacy notices/policies. If you require any assistance with this, please contact us at dataprotection@uea.ac.uk.
2. School pupils and college students
If you are a school pupil or college student, click on the links below to find out more about how the University uses your data.
Where our information comes from
Most of the information we use is collected from your school or college. We may collect information directly from you if you fill in a form or survey, or via your parents or carers. Your details will also be shared with us or by us with other universities we work with on the neaco project. Information about how your personal information may be used by neaco in connection with the administration of the 'Take Your Place' programme, and for related purposes, is available at https://www.takeyourplace.ac.uk/how-we-use-participant-data. Please contact info@takeyourplace.ac.uk if you have any questions about how neaco use your data.
For care leavers and those with caring responsibilities, we will receive some data from Norfolk County Council, as follows: Full name, school or college and year group.
We will also receive data from:
Higher Education Statistics Authority (HESA) on your progression through your studies. This may include whether you progress to Higher Education, grade, and your graduate destination (job after graduating).
UCAS and UK University Search Limited, who provide assistance to help you take the next step in further education, when registering for recruitment fairs.
HESA, Norfolk County Council, UCAS and UK University Search Limited also have an obligation to tell you how they will use your information, and in some cases will require your consent to share information with us. We advise you to look at their privacy notices/policies.
When you engage with the University you should not need to provide us with the same standard information more than once (unless you are completing a feedback survey). We may therefore use your information again if you join us for another event.
The information we hold about you
The following table describes what information we collect about you, and when we need to use it.
| Type of information | Standard information | Widening Participation and Outreach Activity |
|---|---|---|
| IDENTITY | ||
| Full name | Y | Y |
| Preferred name | Y | Y |
| Preferred pronoun | Y | Y |
| Gender | Y | Y |
| Date of birth | Y | Y |
| Postcode | Y | Y |
| CONTACT DETAILS | ||
| Full postal address | Y | |
| Telephone number(s) | Y | |
| Email address | Y | Y |
| EDUCATION INFORMATION | ||
| Current school and school year | Y | Y |
| Subject area of interest | Y | |
| Which exam board you are studying specific subjects with | Y | |
| DOMESTIC AND FAMILY INFORMATION | ||
| Whether you are from a Service/Military family | Y | Y |
| Whether you are in care, or a care leaver | Y | Y |
| Whether you are a young carer | Y | Y |
| Your emergency contact information | Y | |
| Whether you are estranged from your family | Y | Y |
| Whether you currently, or have in the last 6 years, received free school meals or the Pupil Premium grant for your school. | Y | Y |
| SENSITIVE OR 'SPECIAL CATEGORY' PERSONAL DATA | ||
| Medications taken and current medical treatments | Y | |
| Allergies | Y | |
| Additional requirements to enable reasonable adjustments | Y | Y |
| Personal Emergency Evacuation Plan (PEEP) | Y | |
| Ethnicity | Y | Y |
| Disability information | Y | Y |
| Dietary preferences | Y | |
| Whether you are a refugee or asylum seeker | Y | Y |
| Information about the UEA event(s) you have taken part in | Y | Y |
Why we use your information
This section sets out why we use your personal information. As required by UK data protection law, this table also explains the ‘lawful basis’, or condition, for processing your data.
Where we process your data based on your consent, you have the right to withdraw that consent at any time. Contact dataprotection@uea.ac.uk for further advice, or to withdraw consent.
Where we process information about you that is classed as sensitive, or special category data, we also need to identify a further lawful basis in order to handle this type of information. Where relevant, this is also listed in the table below.
Additional information for attendees at events is collected to contact you to confirm and facilitate your participation in the event, and to send you information relevant to the event
The lawful basis for our use of your data:
Legitimate interests*
Special category lawful basis (where relevant):
N/A
To help improve the targeting, activity, focus, delivery and impact of its programmes – this includes tracking your engagement with UEA’s service by entering your data into the Higher Education Access Tracker, a monitoring and evaluation service (which includes a Student Profiler and API - application programming interface) for UK universities.
Use of this service will allow us to evaluate the impact of our programmes through your outcomes and Higher Education (HE) choices after year 13, including applications to HE institutions
The lawful basis for our use of your data:
Public task
Special category lawful basis (where relevant):
N/A
To administer feedback surveys to evaluate the success and impact of events you attend (this may include linking your responses to demographic data your school/college has provided previously) and to contact you if you win a prize in a survey prize draw
The lawful basis for our use of your data:
Public task
Special category lawful basis (where relevant):
N/A
To send you invitations to connected follow-up events (e.g. reunions and celebrations) and to send you additional relevant information and resources related to UEA/neaco activities
The lawful basis for our use of your data:
Public task
Special category lawful basis (where relevant):
N/A
For UEA’s monitoring, evaluation and research purposes.
The lawful basis for our use of your data:
Public task
Special category lawful basis (where relevant):
Substantial public interest (UK GDPR Art 9(2)(g)) and Equality of opportunity or treatment’ (DPA 2018 Sch.1, Part 2, para 8)
To provide information on wider UEA events or course-based information (unrelated to the Outreach event you have signed up to)**
The lawful basis for our use of your data:
With your consent
Special category lawful basis (where relevant):
N/A
To enable you to access and/or participate in resources and events offered by UEA
The lawful basis for our use of your data:
With your consent
Special category lawful basis (where relevant):
Substantial public interest (UK GDPR Art 9(2)(g) and Equality of opportunity or treatment’
(DPA 2018 Sch.1, Part 2, para 8)
To link your record with those of your parent/carers, in order to help them support you with decision making should you apply to UEA
The lawful basis for our use of your data:
With your consent
Special category lawful basis (where relevant):
N/A
* Where we rely on this lawful basis we will aim to conduct a legitimate interests assessment (LIA), to ensure that we can justify our decision
** In accordance with your rights under the Privacy and Electronic Communications Regulations
Statistics and reporting
In addition to, and where compatible with, these purposes, the University also aggregates data collected within its in-house data warehouse to allow statistical reporting on and modelling of your data. This automated analysis enables us to monitor, evaluate, and enhance your experience, and assess the effectiveness and efficiency of University programmes both internally and against other universities. The University does not currently use this information on an individual basis – we will ensure your data remains anonymous in any reports or associated publications and it will not be possible to identify you individually from these.
Sharing and disclosing your personal information
Staff access to your personal data held by the University will be restricted to those individuals whose roles require use of such data for any of the purposes listed above.
During your engagement with the University, we will, where required, disclose certain personal data to external bodies, as categorised below. At all times, the amount of information disclosed and the way it is disclosed will be in accordance with the provisions and obligations of UK data protection law. We do not sell your data or share it with organisations other than those described below, unless required or allowed by law.
UEA and HEAT may link your data to records held by the HESA.
| Name or category of organisation | Details of data shared |
|---|---|
| Your parent or carer | Your name, which events you are taking part in and any special category or sensitive data when required to facilitate attendance at a specific event. |
| The University of Kent (HEAT) Service* and other organisations participating in the HEAT Core Service; official custodians of education data including HESA, UCAS, DfE, ESFA, OfS; and other agencies for research purposes only | Standard information listed in the table above. Data will be passed to these bodies to fulfil contractual, statutory or regulatory functions. You are advised to refer to HESA's data collection notices** for further details concerning data passed to HESA. |
| Neaco Partners (Cambridge University, Anglia Ruskin University, Norwich University of the Arts, University of Suffolk) | Standard information listed in the table above |
| Schools and colleges | Your name, which event(s) you are attending and your student ID |
| Teachers delivering workshops as part of our events eg. Revision Days | Your name, subject you are studying and which exam board you are studying through |
| HESA | Standard information listed in the table above |
| Educational partners & external organisations involved in delivering services to you including EBSCO and Trinity College London | Standard information listed in the table above |
| Research companies including Atticus Research Limited and Alterline | Standard information listed in the table above necessary for them to undertake research projects for the University |
**HESA data collection privacy notices
When we share data in this way, these organisations will exercise control over how your information will be used and have an obligation to tell you how they will use your information. We advise you to look at their privacy notices/policies. If you require any assistance with this, please contact us at dataprotection@uea.ac.uk.
3. Parents and carers
If you are a parent or a carer, click on the links below to find out more about how the University uses your data. For information on how we use your child's personal information, see section 2 above.
Where does our information come from?
Most of the information we collect about you, is given to us by your child. We may collect information directly from you if you fill in a form or survey.
What information do we hold about you?
The following list outlines what information we collect about you:
Full name and title
Relationship to child, and their name
Full postal address
Telephone number(s)
Email address
Additional requirements to enable reasonable adjustments
Personal Emergency Evacuation Plan (PEEP)
Dietary preferences
Why we use your information
This section sets out why we use your personal information. As required by UK data protection law, this table also explains the ‘lawful basis’, or condition, for processing your data.
Where we process your data based on your consent, you have the right to withdraw that consent at any time. Contact dataprotection@uea.ac.uk for further advice, or to withdraw consent.
Where we process information about you that is classed as sensitive, or special category data, we also need to identify a further lawful basis in order to handle this type of information. Where relevant, this is also listed in the table below.
Information is collected to contact you to confirm and facilitate you and your child's participation in the event, and to send you information on follow up events including reunions and celebrations.
The lawful basis for our use of your data:
Legitimate interests*
Special category lawful basis (where relevant):
N/A
To provide information on Higher Education, the University and key timelines for decisions (unrelated to the Outreach event you have signed up to)**
The lawful basis for our use of your data:
With your consent
Special category lawful basis (where relevant):
N/A
To link your details with those of your child to keep you informed about key decision points relating to their application to UEA, should they choose to apply***
The lawful basis for our use of your data:
With your consent
Special category lawful basis (where relevant):
N/A
To contact you in an emergency that involves your child during a UEA event
The lawful basis for our use of your data:
With your consent
Special category lawful basis (where relevant):
N/A
To ensure reasonable adjustments are made where needed when you attend our event(s)
The lawful basis for our use of your data:
With your consent
Special category lawful basis (where relevant):
N/A
To administer feedback surveys to evaluate the success and impact of events you attend and to contact you if you win a prize in a survey prize draw
The lawful basis for our use of your data:
With your consent
Special category lawful basis (where relevant):
N/A
* Where we rely on this lawful basis we will aim to conduct a legitimate interests assessment (LIA), to ensure that we can justify our decision
** In accordance with your rights under the Privacy and Electronic Communications Regulations
***We would also seek the consent of your child once they reach year 6
Statistics and reporting
In addition to, and where compatible with, these purposes, the University also aggregates data to allow statistical reporting. This analysis enables us to monitor, evaluate, and enhance our service. The University does not currently use this information on an individual basis – we will ensure your data remains anonymous in any reports or associated publications and it will not be possible to identify you individually from these.
Sharing and disclosing your personal information
Staff access to your personal data held by the University will be restricted to those individuals whose roles require use of such data for any of the purposes listed above.
We may share your information with a taxi company (Enterprise), if we are providing transport for an event.
Data Processors
We also use third party organisations, known as data processors, to provide certain services on our behalf. To deliver these services, these organisations may have access to personal data. We are required to have contracts in place with each of these data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.
These data processors are primarily software providers, but also include organisations who process personal data on our behalf. These organisations include Salesforce (customer relationship management), Campus Management (application management software) and Gecko Labs (for online forms), Qualtrics (experience management), Tableau (data visualisation) and FutureLearn (MOOC learning platform).
How long we keep your personal information
We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected. The retention periods for each purpose are set out in the University’s Records Retention Schedules.
Data will be securely destroyed when no longer required.
Further details and contact information
For general information on your data protection rights, who to contact if you have a complaint or a concern about the accuracy, retention or processing of your personal information, and for other information about data protection at UEA that you might find helpful, see our further information web page.
Changes to this notice
We regularly review the University’s privacy notices. This privacy notice was last updated in July 2021.