WIN

Data Protection

Why are we collecting your data?

The WIN is a government funded National Collaborative Outreach Programme (NCOP) which undertakes a programme of activities with schools, colleges and communities in Wiltshire,  BANES, and North Somerset.

We collect details of those taking part so that we can stay in touch, plan activities and monitor the participation in activities. We are required by HEFCE (Higher Education Funding Council for England) to gather and report on evidence showing the effectiveness of the individual activities and the whole programme. We are also required, by HEFCE, to record activities and student details on the Higher Education Access Tracker (HEAT).

Under data protection law we are able to process this data because it is necessary for a task carried out in the public interest.

How is Data collected?

Data sharing agreements exist between the WIN and schools and colleges that engage with the WIN programme.  Schools and colleges provide the WIN with the data about students. This data is recorded on the HEAT database.

In addition, before students take part in an activity they are asked to complete a registration form, which includes the following Data Protection Statement:

Information provided by you, your school/college or collected through the Careerpilot website and other WIN activities will be recorded and processed. We use this for two reasons. Firstly, to stay in touch. Secondly, to analyse and track your progression through college and university using systems such as the Higher Education Access Tracker (HEAT).  Student details will be used by the WIN to monitor, evaluate and improve the effectiveness of this programme.  Your personal information will be safeguarded under the terms of the Data Protection Act 1998 and General Data Protection Regulation (from May 2018). Where information is used in public reports it will be anonymised. Data may also be shared with other educational institutions such as the Higher Education Statistics Agency, HEAT, CFE Research and UCAS (or similar or replacement bodies). If you wish to find out more about the uses of your personal data email WIN@bath.ac.uk.

We have a Data Sharing Agreement (DSA) with Careerpilot. If your school or college also has a DSA with Careepilot then this enables us to view data, about you, held in the Reporting Zone. This can help to inform the WIN about your needs and interests and the kind of activities that you would benefit from and enjoy.

What personal data do we collect?

We collect the following data either from individuals or via schools and colleges for evaluation and research purposes:

First Name

Last Name

Date of Birth

Postcode

Email address

Year Group

First Generation HE

Course of study

Name of school or college

Service Children status

Qualifications

Ethnicity

Other equal opportunity monitoring information where appropriate.

 How do we use your data and how do we keep it safe and secure?

We take care to safeguard your data. It is used and stored in accordance with the Data Protection Act 1998 and the General Data Protection Regulation (from May 2018).  Your data will be stored on a secure database (the Higher Education Access Tracker) and used to record participation in WIN activities.  For research and evaluation purposes only, this data may be shared with your school or college and other educational institutions such as Higher Education Statistics Agency, HEAT, CFE Research and UCAS (or similar or replacement bodies). The WIN will not use your data in any way that would affect you individually or release your data to anyone who is not authorised.  Where information is used in public reports it will be anonymised.  We will retain data securely for the duration of the project and will review our retention of data annually.

You have the right to request for your data to be removed from our system.  Please email WIN@bath.ac.uk if you have a query about the use of your data.

You are also entitled to request copies of data that we hold about you. This is called a Subject Access Request. For further information see Request for personal information.

 

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