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UCA KaMCOP Privacy Notice

UCA KaMCOP
Privacy Notice

UCA KaMCOP Privacy Notice

University for the Creative Arts

Marketing, Student Recruitment & Engagement Department

Privacy Notice: University for the Creative Arts (UCA) - Kent and Medway Collaborative Outreach Programme (KaMCOP) and Kent and Medway Progression Federation (KMPF).

Note: For the purposes of this Privacy Notice,

you” or “your” means an individual who is interested in the University’s courses or events, or Higher Education generally.
we”, “us”, or “our” means the University for the Creative Arts, KaMCOP and KMPF.
University“ means the University for the Creative Arts.
Personal Data” or “data” means your personal identification information that you have given us or which we have collected.
Special Category Data” means specific sensitive data which we give more protection.

What is this Privacy Notice for?
This activity is provided by University for the Creative Arts (UCA) on behalf of the Kent and Medway Progression Federation (KMPF) via the Kent and Medway Collaborative Outreach Programme (KaMCOP) and is designed to give you an insight into Higher Education (HE). HE courses are run by Universities and FE Colleges and they are the next level on from A level, AVCE, BTEC, IB and NVQ3.

When you take part in this activity, UCA, KaMCOP and KMPF will collect your data for various reasons, listed below. This Privacy Notice lets you know how we collect, process, and use your data.

What is UCA?
UCA is a specialist creative university providing pre-degree, undergraduate and postgraduate education.

What is KaMCOP?
KaMCOP consists of a group of universities and colleges that have come together to deliver targeted outreach across Kent and Medway. UCA is one of these universities.

Nationally, this work falls under the banner of the Uni Connect Programme, an Office for Students (OfS)-funded project aimed at promoting social mobility by improving access to Higher Education for young people from under-represented backgrounds. You can find out more about the UCA KaMCOP project, partner schools and colleges, and targeting information, on the UCA website.

 

What is KMPF and what organisations are part of it?
KMPF is a partnership between the University of Kent, Canterbury Christ Church University, the University for the Creative Arts, University of Greenwich and over 50 schools and colleges in Kent and Medway. Collaboratively, KMPF offers activities, advice and information on the benefits and realities of going to university or college. We work together to support students like you with their future decisions, by providing sessions like the one you are taking part in. You can find further information on the KMPF website.

When we collect your Personal Data:
We may collect your Personal Data through the following methods:

- Data collection forms, either in person via a paper form or digitally via a tablet device, or digitally on our website,
- Over the telephone,
- Via email,
- Your registration at a related event.

What Personal Data are we collecting?
Where necessary, we may collect and store the following information about you:

- Name
- Contact information (such as address, postcode, phone number, email address)
- Date of birth
- Details of your current education, including your school or college, year group and teacher
- Information on if you would be the first person in your immediate family to go on to study at Higher Education or University
- Your biological sex (male/female/prefer not to say)
- Your dietary requirements
- Nationality and/or country of residence
- Your activities in preparation for higher education, e.g. attendance at events and workshops
- Your communication preferences
- Your study preferences, including subject and level of interest
- Survey result feedback
- Any questions you have asked or other personal details you have shared with us
- Details of your parents’/ legal guardians’ name and contact information (phone number, email address, relationship to you)
- Details of your parents’ / legal guardians’ education (if they have been to University or studied at Higher Education level)
- Details of an emergency contact for you when attending an on-campus event ie Holiday Clubs. These details include emergency contact’s name and contact information (phone number, email address, relationship to you).

- Images, audio recordings, videos, and written material including quotations, feedback, and other contributions you submit to us for the purposes of achieving an Arts Award qualification.

UCA, KaMCOP and KMPF process / use your data in different ways:

a) How your information will be used by the University for the Creative Arts:
In order for us to provide a service to you, such as answering your enquiry, registering you at an event, or providing you with a relevant Arts Award qualification, your information will be ‘processed/used’ in the following ways:

- To identify you when necessary.
- To enter you into our competitions/quizzes and let you know if you’ve won.
- To enter you for an Arts Award moderation to enable you to achieve an Explore, Bronze, Silver or Gold Arts Award qualification and certificate.
- To enter you to achieve a Discover Arts Award certificate.
- In the production of statistics - you will not be identifiable through these statistics. Details of parental education will also be used to produce similar statistics and you and/or your parent/legal guardian(s) will not be identifiable through these statistics.
- For the purpose of contextualised admissions where we want to improve inclusivity, the University may use this data to inform and support its decision-making process.
- Organising events and workshops, including registration, to ensure that we can meet your needs at the event.
- To send you communications and updates about the service you have requested, e.g. registration on an event.
- To analyse the impact of events/workshops on the promotion of further and Higher Education.
- Tracking future outcome of event participants, including application to the university and in some instances into other Higher Education institutions.
- We consider the processing of your data (and sharing your data with the third parties listed below), in this instance, necessary for the performance of our task carried out in the public task, i.e. running events, supporting the achievement of Arts Award qualifications and raising awareness of further and higher education options, as a university.

b) How your data will be used by KaMCOP and KMPF:
Your data will be stored securely on the HEAT database in accordance with current data protection legislation. The HEAT database is held on secure computer systems. These systems are subject to stringent physical and electronic access control mechanisms. This means only authorised people will be able to access your data. You can find further information at www.heat.ac.uk

 

We collect your data for three main reasons under the legal basis of Public Task:

For the purpose of monitoring, which allows us to fulfil compulsory external reporting requirements to regulatory bodies such as the Office for Students, as well as giving us a clear picture of the activities we deliver and people we work with.

For the purpose of evaluation, which helps us assess the effectiveness of different initiatives on widening participation to HE. This includes long-term tracking of participants’ education journeys, which lets us see how many of the students who participate in our activities go on to university. If you are unable to provide some all of the information in this register (i.e. if you do not know your postcode), we will use other sources of information available to us, such as your student record, to supplement the information you have provided in order to meet our outlined objectives.

For the purpose of contextualised admissions where we want to improve inclusivity, the consortium may use this data to inform and support its decision making process (this will always be used to your advantage).

Special Category Data:
We may collect and store the following information about you:

- Your ethnicity, ethnic group or ethnic background.
- Information regarding your health, disability status, access or special learning requirements, or status as a care experienced or looked after young person.

We are relying on your explicit consent, gained via email or by you signing our data collection form, in order to carry out the processing of your Special Category Data.

How your Special Category Data will be used by the University for the Creative Arts:
In order for us to provide a service to you - for example, an event or activity - your Special Category Data will be used in the following way:

- Information about your ethnicity, ethnic group or ethnic background is used to check your eligibility for activities where priority spaces are for students from under-represented backgrounds. For more information, see our eligibility criteria.
- Information about your health, disability status, access or special learning requirements, or status as a care experienced or looked after young person is used to ensure we can accommodate your specific requirements during your engagement with our activity. This information will be treated sensitively with the purpose of ensuring your comfort and safety during the activity.

How your Special Category Data will be used by KaMCOP and KMPF:
Your Ethnicity is considered Special Category Data, meaning that it’s more sensitive and we need an extra reason to collect this information. Our reason is Article 9(2)(g) of the GDPR - Reasons of substantial public interest (with a basis in law), namely the Equality Act. Your ethnicity is being collected for the purpose of widening participation of ethnic minorities in higher education in the UK.

Any sensitive information about yourself, such as your ethnicity, health/disability or care status, is used solely for research purposes and for equalities monitoring, both by KMPF and as part of wider national research projects.

Who your Personal Data will be shared with:
We have a list of approved suppliers with whom we will share your data with, when necessary, this list includes:

- Stored in our Customer Relationship Management Software
- Survey Software Company
- Market Research Company when we are undertaking a survey
- The Higher Education Access Tracker (HEAT).
- Trinity College London (the accrediting body of Arts Award, who are regulated by the Office of Qualifications and Examinations Regulations ‘OFQUAL’), for moderation and certification of Arts Awards. To find out more about this, you can read Trinity College London’s Arts Award moderation Privacy Policy and Data Retention Policy.

Will other institutions be able to access my data through KaMCOP and KMPF?
Your data may be shared with the Office for Students, CFE Research, Higher Education Statistics Agency, or the University and Colleges Admissions Service (UCAS). It will also be shared with partners including colleges, Higher Education Access Tracker service subscribers and the National Data Service. We share your data to help evaluate the effectiveness of this activity. This is part of the government policy to widen participation in higher education and to develop future policy. In order for us to provide these activities, we may need to co-ordinate with your school/college and notify them that you have taken part by sharing limited information (such as your name) on an ad-hoc basis. The project and its partners will not use your record in a way that would affect you individually. We will not release data to anyone who is unauthorised.

How long we will keep your data:
The University for the Creative Arts will keep your data for a period of five years after your last engagement with us, after which it will be deleted or anonymised.

KaMCOP and KMPF will retain your data for a longer period of time, usually between 15 and 20 years. We do this to track and evaluate participation in activities and progression to Higher Education. Whenever the research findings are published, all information will be anonymised. You have the right to opt out at any time from having your data being processed during this time. You can do this by emailing us at outreachdataprotection@kent.ac.uk or writing to: Outreach & Widening Participation Team, The Registry, University of Kent, Canterbury CT2 7NZ.

You can find further information about this on the HEAT website and in the HEAT Privacy Policy. Whenever the research findings from HEAT are published, all information will be anonymised.

If you submit your data to us for the purposes of Arts Award moderation, the data which we will pass on to Trinity College London (the accrediting body of Arts Award) will be kept by them for as long as necessary to fulfil the purposes they collected it for, in line with the Arts Award moderation Privacy Policy and Data Retention Policy.

Your rights for data use and storage by the University for the Creative Arts:
We offer the following rights to you in respect of your Personal Data:

-You can request access to, or copies of, the Personal Data that we hold of you. If you would like to exercise this right, please contact us using the contact details given below.
- If you believe that any information we have about you is incorrect or incomplete, please contact us using any of the contact details given below as soon as possible. We will take steps to seek to correct or update any information if we are satisfied that the information we hold is inaccurate;
- You can object to how we process your Personal Data;
- You can request that your Personal Data be deleted, where it is no longer necessary for the purposes for which it is being processed and provided there is no other lawful basis for which we may continue to process such information;
- You can withdraw any consent given to processing (this will not affect the lawfulness of processing based on consent before its withdrawal); or
- You can request that we restrict the processing of your Personal Data in certain circumstances when required by law.
- You can request the transfer of your data to another party.
- You can lodge a complaint, we will try to resolve any concerns you may have. However, if you consider that we are in breach of our obligations under data protection laws, you have the right to lodge a complaint with the .

If you would like to exercise any of your rights as described above (or if you have any questions about this Privacy Notice or concerns about our dealings with your Personal Data), please contact the Data Protection Officer at dpo@uca.ac.uk. 

Your rights for data use and storage by KaMCOP and KMPF

Can I opt out from data sharing through KaMCOP and KMPF?

You may opt out of data sharing by writing to: outreachdataprotection@kent.ac.uk

Where can I find further information regarding how KaMCOP and KMPF are going to use my data?

You can find the University of Kent’s Data Protection and Information Sharing Policy  in full at https://media.www.kent.ac.uk/se/15415/data-policy.pdf

You can find the University for the Creative Arts Data Protection Policies on their website: https://www.uca.ac.uk/data-protection-policies/

You can find the University of Greenwich’s Data Protection Policies on their website: https://www.gre.ac.uk/about-us/governance/information-compliance/privacy

You can find Canterbury Christ Church University’s Data Protection Policies on their website: https://www.canterbury.ac.uk/university-solicitors-office/data-protection/data-protection.aspx  

Is there anything else I should know about my rights?

You can find out about your personal data rights on the ICO website ico.org.uk/your-data-matters/.

Updates to this Privacy Notice
UCA may change this Privacy Notice from time to time in order to reflect changes in the law and/or its privacy practices. When this happens and where UCA is required to do so by law, it will provide you with a new and/or updated Privacy Notice detailing how the use of your Personal Data is changing and, if necessary, obtaining your consent for the further Processing, as may be applicable.

Version 4 - last updated: 22nd December 2021