How we use participant data
For participants in Take Your Place activities, events and initiatives
The Network for East Anglian Collaborative Outreach (neaco) is a project aimed at increasing the number of young people going into Higher Education under the National Collaborative Outreach Programme (NCOP). neaco consists of the University of Cambridge (including its Colleges), Anglia Ruskin University, the University of East Anglia, Norwich University of the Arts, and the University of Suffolk. Take Your Place is the programme which is being run by neaco in schools and colleges in East Anglia.
How will my personal information be used?
We will collect the following information from you and/or your school/college: Full Name, Date of Birth, Postcode, Gender, Ethnicity, School/College Name and Email Address, for the purposes of:
organising events/activities, including event selection;
tracking future outcomes of event participants, including applications to Higher Education Institutions;
monitoring and research including (but not limited to) evaluation of the impact of events/activities (including events not organised by neaco);
producing statistics, including event application and participation numbers, and participant outcomes; and
sending you additional information about the Take Your Place programme, as well as helpful resources relating to applying to Higher Education by email.
We consider the processing of your personal information for the above purposes to be necessary for the performance of tasks we carry out in the public interest (i.e. running events to promote access to Higher Education, informing students of their educational options and carrying out related evaluation, tracking and research).
If you are asked to provide any sensitive information about yourself, such as your ethnicity, health/disability status, religion, or sexual orientation, this will be held in identifiable form and is used solely for research purposes and for equalities monitoring, both by neaco and as part of wider national research projects with appropriate conditions of access to the data.
Any other uses of this sensitive information (e.g. to make accessibility adjustments or otherwise facilitate your attendance) require your consent, which is given by you providing us with the information, having had the opportunity to read and understand this Notice. The supply of such information will always be optional.
If we ask for your photograph to be taken at any neaco event, we will explain what we intend to use it for and seek your consent.
We may use carefully selected third party service providers to run event bookings, or to contact you by email, but will always make sure they commit to comply with the law when handling your personal data..
Unless you have been told otherwise at the point of asking, there is no statutory or contractual requirement to supply us with any of your personal information. If we asked for your consent to use your personal information, you can withdraw this at any time by contacting us as firstname.lastname@example.org.
neaco is a targeted programme for regions of historically low participation in Higher Education, and as such your postcode will be used as part of an automated decision-making process determining your eligibility for some elements of the programme. You have the right to ask us how this process works.
Who will my personal information be shared with?
neaco may share your data with third parties; including partner(s) with whom we may have collaborated to organise neaco activities or research;
the Department for Education; and
the Higher Education Access Tracker (HEAT) service for storage and any third party managing its database.
HEAT may share your data with CFE Research, HEAT service subscribers and approved researchers (with appropriate conditions of access to the data) for the same purposes as listed above and official custodians of education data (this includes government departments or agencies such as HESA or non-government organisations such as UCAS) for research purposes only.
neaco and HEAT may link your data to records held by the National Pupil Database, Universities and Colleges Admissions Service (UCAS), the Higher Education Statistics Authority (HESA) and the Individualised Learner Record, which collect information about students from schools, colleges and universities. CFE Research would have access to this linked data through HEAT. This is done to better understand how the project is helping you, and other young people in East Anglia.
neaco and third parties may publish aggregated data based on personal information from event applicants and/or participants, including analysis and research utilising these data, but the data will be anonymised and no information which could identify you will be published.
On rare occasions, the above types of use and sharing may involve the transfer of your personal information outside of the European Economic Area (e.g. to run an overseas event, or to use a service provider based overseas). These transfers are always carried out with appropriate safeguards in place, such as proper contracts, to ensure that your rights are not affected.
How long will my personal information be kept for?
If you attend any particular event/activity, we will only retain certain detailed information that we need for the purposes of event/activity administration for as long as necessary to serve that purpose. In order to conduct long-term evaluation, tracking and research about access to Higher Education, and in relation to certain events/initiatives only, we will retain your personal information as follows:
until the end of the academic year in which you reach the age of 30 (or, if you are a mature student, for 10 years from the point you provide it);
if you enter Higher Education within this time, until 15 years after you graduate.
After these periods, any personal information will be removed from our records, but we may continue to retain and process your information in an anonymised form. If you wish to find out more about these uses of your personal data, or at any time wish to object to your data to be held and used, please contact us at: email@example.com
Who will process my personal information?
The information published here applies to the use of your personal information by neaco, which constitutes the University of Cambridge (www.cam.ac.uk), the University of East Anglia (www.uea.ac.uk), Anglia Ruskin University (www.anglia.ac.uk), the University of Suffolk (www.uos.ac.uk) and Norwich University of the Arts (www.nua.ac.uk).
For the purposes of the data processing explained here, the universities are the data controllers. For the purposes of data linking by HEAT, they are the data controller.
How can I access my personal information?
You have the right to access the personal information that is held about you by neaco. Get in contact at firstname.lastname@example.org if you want to access your data.
You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or to receive an electronic copy of the personal information you provided to us.
Who can I contact?
If you have any questions about how your personal information is used, please contact the central neaco team (email@example.com).
How do I complain?
If you are not happy with the way your information is being handled please let us know. If your are not happy with our response, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (www.ico.org.uk).
Are changes made to this webpage?
This webpage was last updated in November 2018. It is reviewed when necessary and at least annually. Any changes will be published here.