Privacy Notice for participants engaging with Net Zero Skills projects and the respective Swansea University Micro-credentials courses and/or webinars

The Net Zero Skills projects, including Micro-credential courses, are administered by Swansea University for our funders. In order for you to receive support from the funders we, Swansea University, are required to collect information from you. 

 Swansea University is the data controller and is committed to protecting the rights of students in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Swansea University has a Data Protection Officer who can be contacted through dataprotection@swansea.ac.uk 

 This statement explains how the University handles and uses your personal information when registering for our training sessions and during your time as a student and after you graduate. The University is committed to protecting your information and being transparent about what information it holds. The University is registered as a Data Controller with the Information Commissioner’s Office (ICO) to process personal data. Reg no Z6102454. 

 Personal information may also be collected by other parts of the University such as Student Support Services and fair processing notices will be provided at the point of collection as required. 

For more details regarding Swansea University’s data protection policy or for the procedure for accessing information that is held about you, please visit:

https://www.swansea.ac.uk/about-us/compliance/data-protection/data-protection-policy/ Swansea University will collect information about you in the course of its dealings with you as a current or former student for example, when you apply, when you enrol and as you progress through your course. We may also receive information about you from outside the University, such as information from UCAS relating to undergraduates’ UCAS applications, as well as information supplied by referees. Type of personal information processed includes, though is not limited to, the following:  

• Contact details and other information submitted during the application and enrolment processes. 

• Details of courses, modules, timetables and room bookings, assessment marks and examinations. 

• Photographs and visual images including video recordings. 

• Information about an individual’s engagement with the University such as attendance information and use of electronic services such Canvas.  

• Information relating to the prevention and detection of crime and the safety and security of staff and students, including, but not limited to, CCTV recording and data relating to breaches of University regulations. 

• Attendance data (including any suspension or exclusion information). 

• Information relating to disciplinary or conduct issues. 

• Student health data gathered for the purposes of equal opportunities monitoring. 

• Personal and special category data including racial or ethnic origin, religious or philosophical beliefs, biometric data, and physical or mental health data relating to the provision of advice, support and welfare, such as data relating to the use of the services offered by the Student Support Service. 

• For international students: Copies of passports, visas and any other documents required to ensure compliance with Home Office requirements as well as data for attendance purposes. 

• For UK and EU students: Copies of passports or any other documents required to ensure eligibility to receive financial support from the UK government and in compliance with right to study and identification requirements. 

• In some cases, the University is required to process special category data and data about actual or alleged criminal convictions and any associated proceedings. 

• Your Personal Learner Record (PLR) supplied to the University from the Education and Skills Funding Agency (EFSA). 

• Information relating to Welsh language skills for the purpose of Welsh medium provision. 

• To carry out research, analysis or equal opportunities monitoring by approved social research organisations. 

• To link your data from this form to other data sources for the purpose of evaluating the impact the project has had on the people who took part. 

• Copies of CPD certificates relating to training sessions attended, shared with our funders for audit purposes. 

 Research organisations will only contact a sample of individuals. If you are contacted to take part in any research/evaluation about your experience on the project the purpose of the interview or survey will be explained to you and you will be given the option to say yes or no to taking part. You contact details will only be used for approved research purposes and in accordance with the Data Protection Act. The research organisations will delete your contact details once this approved research is complete.  

For more details regarding Swansea University’s Student Privacy Notice, please visit:

https://www.swansea.ac.uk/about-us/compliance/data-protection/student-privacy-notice/ 

Additional context for collecting personal information and how we use it 

We use some of the personal information outlined above, to ensure participant eligibility and adherence to funding compliance requirements. For example, some personal information must be disclosed to our funders according to our contractual obligations and as a condition of our grant, including audit requirements. This can be for the purposes of demonstrating how the support participants receive is linked to a specific region or area of residence or employment, or other aligned purposes. 

 How your personal information is stored 

Data Protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only members of staff who need access to relevant parts or all of your information will be authorised to do so. Information about you in electronic form will be subject to password and other security restrictions, while paper files will be stored in secure areas with controlled access. 

 How long will your information be held? 

We will hold the personal data you provide to us no longer than is necessary from the original purpose of collection and will delete data in line with Swansea University’s Data Retention policy in compliance with our legal obligations. A portion of the data will be held for the duration of the projects’ operation and for a reasonable period of time upon its conclusion to comply with regulatory audit and document retention requirements. 

 What are your rights? 

You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information (please note, however, that exercising these rights may compromise our ability to collaborate due to the operation’s contractual funding constraints). In the case of direct marketing, you have an absolute right to object to processing for this purpose. Please visit the Swansea University Data Protection webpages for further information in relation to your rights. 

 Any requests or objections should be made in writing to the Data Protection Officer at the University leading your project: 

Swansea University Compliance Officer (FOI/DP), ISS, Swansea University, Singleton Park, Swansea, SA2 8PP Email: dataprotection@swansea.ac.uk