Privacy notice

Cheltenham Education Partnership

Identity and contact details of the Data Controller

The University of Gloucestershire is registered with the Information Commissioner’s Office as a Data Controller and is committed to protecting the rights of individuals in line with Data Protection legislation.

A copy of this registration can be found here.

Contact details of the Data Protection Officer

The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it.  If you have any concerns regarding the way in which the University is processing your personal data, please contact the Data Protection Officer at:

Data Protection Officer
University of Gloucestershire
Fullwood House
The Park
Cheltenham, GL50 2RH
Email: [email protected]

What information do we collect about you?

The following are examples of personal data that may be collected, kept and used: name, year group, email address, phone number, name of school or college, address of school or college, gender, ethnicity, postcode, access needs (for yourself or any guests attending events with you) and any other personal data submitted in your feedback to us about the running of an event or activity.

We collect information in order to fulfil your request and, if consent is given, to send you further relevant information about the university, courses you’re interested in, accommodation or events relevant to your course of interest.

How will your information be used?

We will only gather data from standardised evaluation forms given at CEP events.

The primary purpose of collecting this data is to improve the quality of CEP events and to ensure fair access and participation in the programme. Anonymised data may also be used for the following purposes:

• Annual reporting
• Statistical data to support funding applications
• Academic research

This information will be held within a secure database (HEAT Tracker) and no personal data or information will be shared or disseminated without expressed consent.

Who your personal information is shared with?

Information will not be shared or sold to third parties. Data will not be shared across schools or with the university outside of affiliated events. Schools may request data pertaining to their own pupils.

Information about you may be disclosed to other organisations outside of the Partnership where it is in our legitimate interests and/or as required by law, including but not limited to:

• the police and other crime and fraud prevention, and detection agencies for crime prevention or detection purposes
• the Home Office, including UK Visas and Immigration, UK embassies, local authorities and other governmental bodies
• Government bodies and agencies where the university is legally obliged to do so such as the Office for Students, the Higher Education Funding Council for England and the Quality Assurance Agency for Higher Education, the Higher Education Statistics Agency, UCAS, the Department for Education, and the Higher Education Access Tracker and its subscribers
• the Disclosure and Barring Service
• your country’s government, high commission, embassy or consulate.

Transfers to third countries and safeguards in place

No data will be transferred outside of the EU.

Whenever data is transferred from one location to another it will always be in a secure, encrypted or password protected format.

We ensure that any data processor complies with confidentiality, current data protection legislation, data sharing protocols and safeguards, governing law, intellectual property, liability and pursuant to its commitment to compliant practice.

How long will your information be held?

Data will be held by CEP for a maximum of 7 years. This period will cover a potential participant in CEP from Year 7 until Year 13 and allow us to record programme participation over that time. We would like to maintain contact with some CEP alumni for testimonial purposes, this will be conducted with written consent.

What are your Rights?

Under UK Data Protection Legislation you have the following rights:

• to request access to, and copies of, the personal data that we hold about you;
• to request that we cease processing your personal data;
• to request that we do not send you any marketing communications;
• to request us to correct the personal data we hold about you if it is incorrect;
• to request that we erase your personal data;
• to request that we restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
• to receive from us the personal data you have provided to us, in a reasonable format specified by you, to another data controller;
• to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights and freedoms.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Any requests or objections should be made in writing to the University’s Data Protection Officer, contact details are in Section 2 of this Privacy Notice.

Security of your information

Your data will be held securely and all staff are required to comply with the university’s processes and procedures regarding data security. Whenever data is transferred from one location to another it will always be in a secure, encrypted or password protected format.

Any requests or objections should be made in writing to the university’s Data Protection Officer, contact details are in Section 2 of this Privacy Notice.

How to make a complaint

If you have queries, concerns or wish to raise a complaint regarding the way in which your personal data has been processed you should contact the Data Protection Officer in the first instance, using the contact details under Section 2 above.   

If you still remain dissatisfied, then you have the right to apply directly to the Information Commissioner’s Office (ICO) for a decision. The ICO can be contacted at:

Information Commissioner’s Office
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Telephone: 0303 123 1113
Website: www.ico.org.uk