Data protection statement for Student Inclusion events

We (“The University” and the Student Inclusion team) are committed to protecting your personal data and keeping you informed about how information about you is used. 

Read this notice with our top level privacy notices to understand how we generally use your data.

Types of personal data we process for Student Inclusion activities

In registering for, and attending this activity, we will process (including collect, store and share) your:

• name
• student number
• date of birth
• home postcode

This allows us to understand who is taking part in the activities. This information will be uploaded securely to the Higher Education Access Tracker (HEAT) system to help us monitor engagement and evaluate outcomes.

Special data categories

We may also need to process the following special categories of data:

• health data, including dietary requirements and accessibility needs
• racial or ethnic origin
• sexual orientation
• gender identity

How we use your personal information for Student Inclusion activities

We need to collect this information to administer (organise) and facilitate (assist) the running of events, schemes or programmes. 
We will use your data to:

• help us run the activity
• allow you to take part in schemes, activities or programmes (for example, sending you relevant resources and information)
• monitor, research,  evaluate and understand the impact of our activities
• carry out database analysis and quality assurance (checks).

Internal marketing comms

We may use your contact details to send you information about similar activities, schemes or programmes that we are running, which may be of interest to you, where we have a legitimate interest to do so. We may also send you information where we have your consent to do so. 

If you wish to opt out of receiving these communications, contact us.

Legal basis for processing data for Student Inclusion activities

We will process your personal data either:

• in ways you have consented to
  or
• because it is legally necessary.

This is legally allowed because:

• Consent: you have agreed to it being used as set out in this notice. This is not likely to be relied upon where we ask for your permission to feature in photography or videography.
• Contract: we need to fulfil our responsibilities to you before and during any activities, schemes or programmes, to make sure we deliver them as advertised.
• Public task: we are taking on activities to exercise our official authority or to perform tasks in the public interest. This includes where we need to share your data with external organisations, such as the Office for Students (their website). 

We will process special categories of data where we have your explicit (clear) consent to do so.  

Filming and photography during Student Inclusion activities

Filming and photography may take place during some activities or programmes. When applicable, we will ask your permission before capturing (taking) or using images or recordings that identify you. We may display signage at the event to inform attendees where photography and filming are taking place.

If you have any issues about being captured, speak to:

• the photographer
• activity staff member
• or contact us. 

Sharing your personal data

To help us improve our services and understand what is working, we may share your data with trusted partners we work with, such as evaluation specialists or researchers. This will only be for research, monitoring or evaluation.
These include:

• The Higher Education Access Tracker (HEAT) service and its member institutions
• UCAS
• The Office for Students (OfS)
• The Higher Education Statistics Agency (HESA).

We will never share your data for marketing purposes.

Using the HEAT service (HEAT website) allows us and our partners to understand how students progress through and beyond higher education.

Storage of your personal data for Student Inclusion activities

We (the University) have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost or used, accessed, altered or disclosed in any unauthorised way.

Access to your personal data is limited to those who have a lawful and legitimate need to access it. 

Activity-specific data

Student data relating to participation in activities will be stored on the Student Inclusion SharePoint, with strict access controls ensuring that only our authorised members (Student Inclusion Team) can view or process this information.

All personal data collected will be stored on servers within the UK and processed in accordance with the UK General Data Protection Regulation (UK GDPR), and the Data Protection Act (2018).

Any spreadsheets or documents containing your data are password‑protected. When these files are shared via email, they are transferred securely using Microsoft OneDrive.

Keeping your personal data

We will only retain your personal data for as long as it’s necessary to fulfil the purposes we collected it for. This includes satisfying any following requirements:

• legal
• accounting
   or
• reporting

We will keep your personal data according to our Records Retention Schedule (pdf): holding it until the end of the calendar year in which the activity takes place, and for an additional three years, after which it will be securely disposed of.

Where your personal data is collected for monitoring and evaluation purposes under the HEAT framework, it will be retained and securely disposed of in accordance with the HEAT Data Retention Schedule. This permits personal data to be held for up to 15 years to support long‑term research and evaluation activities. Additional information is available on HEAT Privacy Notice and HESA’s Data Protection Notice.

Your personal data rights

Under certain circumstances, you may have the right to:

• request
  • access to your personal data
  • correction of your personal data
  • erasure of (deleting) your personal data
  • restriction of the processing your personal data
  • the transfer of your personal data
• object to processing of your personal data
• withdraw consent.

If you want to exercise any of these rights, email our Data Protection Officer via data-protection@bristol.ac.uk.

Contact us about the Student Inclusion privacy notice

If you have any questions or comments regarding this privacy notice, email:

Us at student-inclusion-services@bristol.ac.uk

Our Data Protection Officer at data-protection@bristol.ac.uk  

Got a complaint?

If you are unhappy or have any complaints about how we process your personal data, we encourage you to follow our internal complaints procedure. If you are unhappy with our internal complaints process, you can raise your complaint with the Information Commissioner’s Office (ICO).