Data collection and GDPR

Your data will be held in accordance with the General Data Protection Regulation (GDPR)

Why do we collect data?

We collect data from people who participate in our activities for several reasons,

Health and safety if these events are happening on LSBU premises, or LSBU staff are responsible for the safety of the participants while off-site with them.
To report back to the Office for Students (OfS) on the impact of our work improving equality of opportunity to access Higher Education for diverse groups of students
To research, monitor and track the short-term and long-term impact of our activities to ensure they are as effective and beneficial as possible.

Your data will be processed in accordance with the General Data Protection Regulation (GDPR) in line with the University’s Data Protection Policy and the Widening Participation and Outreach Privacy Notice both found in our website (data protection). All data which we receive from you is kept securely and only used for legitimate purposes. We use the Higher Education Access Tracker (HEAT) to track students who participate in widening participation and outreach activities. You can access HEAT Privacy notice here and HESA Privacy Notice.

How do we collect and keep your data safe?

We collect data in several different ways depending on the activity,

Online data collection forms completed by the participant before the activity takes place – Year 9 and above.
Online or paper data collection form completed by the parent/carer before the activity takes place – Year 8 and below.
Online, paper or in-person evaluations after the activity has taken place e.g. feedback forms, evaluations, focus groups.
Basic information supplied via secure platform/email from the school e.g. register.

Your personal data is held securely on LSBU’s CRM Salesforce, digital engagement platforms such as Gecko and the HEAT tracker. There are a limited number of LSBU staff who have access to this data, all have received data protection training. Where data is not held on our servers, we use systems that are secure cloud based, and password protected.

Who can I speak to at LSBU for more information?

If you have questions about data and evaluation, please do not hesitate to contact the Student Recruitment & Outreach at LSBU, outreach@lsbu.ac.uk.

What data do we collect?

The data we collect varies depending on the activity or project you/your learners/your child take part in. Some of this is mandatory for participation in certain projects, others such as marketing permissions are optional.

Data we collect	Why we collect it
Full name	LSBU health and safety
Date of birth	LSBU health and safety Reporting to OfS – numbers of mature learners we work with (those over 21 when beginning university)
Home postcode	Reporting to OfS – we are encouraged to work more closely with learners from areas of low participation in Higher Education and with high levels of deprivation. Find out more at the OfS website
Email address	Contact with programme details To receive marketing from LSBU if consent has been given (see ‘Marketing permissions’ for details)
Sex and Gender	Reporting to OfS LSBU programme eligibility – some widening participation projects are only available to learners from particular backgrounds which are under-represented in certain subjects in Higher Education
School or college, if applicable	LSBU health and safety Annual report to the school/college on LSBU engagement over the year
Ethnicity including whether participants are from the Gypsy, Roma, Traveller, Showman or Boater communities	Reporting to OfS LSBU programme eligibility – some widening participation projects are only available to learners from particular backgrounds which are under-represented in certain subjects in Higher Education
Whether or not the participant is eligible for, or receiving, free school meals	Reporting to OfS – under-represented group LSBU programme eligibility – some widening participation projects are only available to learners from particular under-represented backgrounds in Higher Education
Does the participant currently live in care, or have they ever lived in care	Reporting to OfS – under-represented group Prioritisation on LSBU activities LSBU programme eligibility – some widening participation projects are only available to learners from particular under-represented backgrounds in Higher Education
Does the participant have any caring responsibilities at home e.g. caring for a parent	Reporting to OfS – under-represented group Prioritisation on LSBU activities LSBU programme eligibility – some widening participation projects are only available to learners from particular under-represented backgrounds
Does the participant have an impairment, health condition or learning difference that has a substantial and long-term impact on their ability to carry out normal day-to-day activities	Reporting to OfS – under-represented groups in Higher Education Prioritisation on LSBU activities LSBU programme eligibility – some widening participation projects are only available to learners from particular under-represented backgrounds LSBU staff can provide additional support if needed while the learner is participating in our activities
If the participant’s parents/carers have ever studied at university	Reporting to OfS – under-represented groups in Higher Education LSBU programme eligibility – some widening participation projects are only available to learners from particular under-represented backgrounds in Higher Education
If the participants are refugees or asylum seekers	Reporting to OfS – under-represented group LSBU programme eligibility – some widening participation projects are only available to learners from particular under-represented backgrounds in Higher Education
Photo and video permission – always optional	Participants can consent to LSBU staff taking photos or videos of participants or their work for use on LSBU social media, marketing collateral and the LSBU website
Marketing permission – always optional	Participants can consent to receive regular news, information and invitations to events e.g. Open Days, monthly newsletter, LSBU theatre performances
Emergency contact details	Contact in case something happens – required depending on the project, particularly if we intend to take participants off-site e.g. to a museum

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