Outreach activity privacy notice
Sheffield Hallam University undertakes outreach activities with schools, colleges and communities across the UK, to support progression and widen participation into higher education. This is part of our commitment as a university to open opportunities and transform lives, as well as part of government policy to widen participation in higher education, as overseen by the Office for Students.
We collect details of individuals taking part in our activities for the following reasons:
- To plan activities
- To monitor participation in activities
- To evaluate, research and report on the effectiveness and impact of our outreach activities
- To understand the student journey through education and progression to HE/future careers
Under data protection law we are able to process this data because it is necessary for a task carried out in the public interest.
We ask all participants to provide some information about themselves when taking part in any outreach or community engagement activity (either in person or online). This is either collected directly from the individual or via the school/college parents/carers or third sector organisations as appropriate. We also do this for HeppSY partner schools/colleges in full at the start of the year, if students have not taken part in any activity from members of the HeppSY partnership, their data will be securely deleted at the end of the next academic year.
We collect the following data from individuals either directly, or via schools and colleges for evaluation and research purposes: Full Name Disability Date of Birth Looked after child/ Care leaver status Postcode Young Carer status School/College name Estranged status Unique Learner ID 1st generation of HE Gender* Pupil premium/free school meals Ethnicity Other equal opportunity monitoring information where appropriate
*Due to changes on the HEAT database, this information as collected by schools and colleges and shared with the HeppSY partnership will be recorded on HEAT under the label ‘Sex’. Data collected directly from participants as gender will be recorded in the same way.
The privacy of students is important to us and the University takes care to safeguard it. Information will be used and stored in accordance with data protection laws and other applicable legislation.
Student data will be stored on a secure database (the Higher Education Access Tracker) and used to administer participation in outreach activities and projects. For research and monitoring purposes only, this data may also be shared back with your school or college, with government and funding bodies and with our collaborative partners to help evaluate the effectiveness of this activity.
To understand the effectiveness and impact of our outreach and community work, we may ask some questions before, during or after the activity to evaluate and inform future programmes. This may be in the form of surveys, questionnaires, focus groups etc.
The project and its partners will not use your record in a way that would affect you individually (any published findings of the research will not be at an individual level) and we will not release data to anyone who is unauthorised. Any reporting will be done so using aggregated data, meaning that individual students will not be identifiable. The University does not and will not, sell personal data to third party organisations.
We will retain records securely for the durations detailed below, and will review our retention periods annually as the project develops in line with ICO guidance and other best practice in the sector.
Under 21 years old at the time of 1st outreach activity:
- Your data will be retained for 15 years after graduation or until 30 years of age (whichever comes first)
Over 21 years old at the time of 1st outreach activity:
- Your data will be retained for 15 years after graduation, or for 10 years after your first outreach activity (whichever comes first)
After this time has been reached, data will be anonymised in bulk at the beginning of the next academic year. Any personal data gathered through activities or approved platforms is reviewed regularly, and data deleted when no longer required for monitoring, research, and evaluation purposes.
We keep student data for this length of time to enable us to determine whether our outreach activities have been successful in widening participation in Higher Education.
You have a number of rights under data protection law, these are:
- Be told how we use your information
- Ask to see the information we hold
- Ask us to change information you think is wrong
- Ask us to remove information when it’s not needed anymore
- Ask us to only use your information in certain ways
- Tell us you don’t want your information to be processed.
The work undertaken has been independently reviewed by the University's Research Ethics Committee and has approved guidelines for the conduct outlined above. If you have a concern with how the research was undertaken you can contact the Head of Research Ethics, Professor Ann Macaskill via email email@example.com
If you would like to request copies of your personal data held by the University please see our info about SARs (a subject access request). To exercise your other rights or speak with our Data Protection Officer please see our website.