METAL Privacy Notice
An explanation of how we use your personal information
Swansea University is the data controller and is committed to protecting the rights of individuals in line with the UK Data Protection Act 1998 (DPA) and the new General Data Protection Regulation (GDPR). Swansea University has a Data Protection Officer who can be contacted through email@example.com.
The METaL Project is funded by an award from the European Social Fund (ESF) 2014-2020 West Wales and the Valleys Operational Programme which is managed by the Welsh European Funding Office (WEFO)
All our courses have an element of funding attached therefore in order to comply with our funding regulations we will collect and process personal information supplied by you including data defined as sensitive via, but not limited to the METaL enrolment
In this document, we will explain why we collect individual data as part of the METaL Project, how we process it and the steps we take to ensure data security at all stages.
What information do we collect about you?
The METaL enrolment form will ask you to provide personal information (e.g. contact details, date of birth, National Insurance number, nationality, details about your education and employment), and sensitive data (including disability, ethnicity and whether you have a criminal conviction). You will also be asked for your passport and a copy of your highest qualification certificate. The information is requested to enable the METaL team to assess and evidence your eligibility to be supported by the European Social Fund (ESF) Wales.
Enrolment form – to collect data covering a wide range of personal information (sex, age, employment status, level of education etc) including some variables that may be considered as ‘sensitive’ (i.e those related to disability, migrant or minority status, sexual orientation, religious beliefs). This information is to populate details on the METaL Participants database that is uploaded to WEFO online. The information is also used by the team to highlight any welfare support issues that we can assist with. The data will be held securely by the project until 2032.
Passports – to demonstrate your legal right to study in UK. As all our course are accredited by Swansea University and as such we have to abide by the Swansea University regulations for student enrolment. If you do not have a passport it will be necessary to provide another form of identification e.g. birth certificate and driving license. We may also ask for a copy of any visas or any other documents required to ensure compliance with the right to study requirements. Once you have enrolled on the Swansea University system the project will destroy any copies of your passport, visa, birth certificate or any other supporting documents you may have supplied for the right to study check.
During your course
During your course a range of personal data/information will be processed. This includes, though is not limited to, the following:
- Programme/module – your personal details may be included on information associated with the learning and teaching aspect of your programme (e.g. course/module lists, module feedback forms, mark sheets, exam scripts and documentation for the University Examination Boards). This will be kept within the University
- Feedback to your employer e.g. attendance sheets to prove attendance on the course
- Contact details - for next of kin to be used in an emergency
- Record Folder – for capturing the modules you have completed and for keeping your personal information you have supplied secure in case you return to the project
- Photographs and video clips for the purpose of promoting the project. You will be asked for explicit consent to be included in this activity
- Inclusion in blogs or newsletters for the purpose of promoting the project. You will be asked for explicit consent to be included in this activity
End of course
At the end of your course your information will be used to populate the METaL participant database which will then be uploaded to WEFO online. The project will keep your data until the end of the project 2022 in case you return to attend another course. The information will then be archived securely until 2032 this is to comply with state aid regulations.
Why we collect personal data and how we use it?
We collect data:
- For the purposes of fulfilling the compulsory external reporting and monitoring requirements of our funders, namely:
- The Welsh European Funding Office (WEFO) via their Online Portal.
- Our funders need to ensure that you meet the eligibility criteria they set to receive funding and wish to measure the impact of European funding on the Welsh economy.
- For the purposes of evaluation which helps us to assess the effectiveness of the activities we provide and to measure the impact which can be disseminated within future grant bids.
- To upload to our METaL website – e.g. posters, blogs, news stories, video clips.
- To ensure your health and safety and to assist with pastoral and welfare needs.
What is the legal basis for processing your personal data?
By participating in the METaL Project, Swansea University will be required to collect, store, use and otherwise process information about you for purposes connected with the provision of work based learning the areas of advanced materials and manufacturing and for other reasons deemed necessary for the performance of your contractual agreement with the University (Article 6(1)(b)). The University is also required to collect some special category data for the purposes of carrying out our obligations in the field of employment and being able to demonstrate compliancy with existing Equality legislation as deemed necessary for reasons of substantial public interest (Articles 9(2)(b) and (g)).
Who receives your information?
Where necessary, personal information will be shared internally within Colleges and with other departments across the University. Personal information is protected by the University and information will not be disclosed to third parties without consent, or, is permitted by law. This section outlines the major organisations and the most common circumstances in which we disclose information about students. Where this involves international transfer, information will only be transferred if it meets the conditions set down under current Data Protection legislation.
- The Welsh European Funding Office (WEFO) via WEFO Online.
- Higher Education Statistics Agency (HESA) - Swansea University is required to send some of the information which we collect about students to HESA for statistical analysis purposes and to conduct the Graduate Outcomes survey.
- The Higher Education Funding Council Wales (HEFCW) in line with our statutory responsibilities.
- To sponsoring company representative where consent has been provided.
Any other disclosures that the University makes will be in accordance with Data Protection Legislation and your interests will be considered.
How long will your information be held?
Swansea University will retain your personal information in line with the University Records Management Policy.
It is a condition of EU-Funded Projects, including the METaL project, that the information is retained by the University for approximately 10 years from the end of the award.
What are your rights?
One of the main aims of the GDPR is to extend the rights of individuals; especially the right to be informed. 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. If you have provided consent to Swansea University to process any of your data then you also have a right to withdraw that consent. Please refer to Access to Personal Data and New or Extended Rights for further information.
Any requests or objections should be made in writing to the University Data Protection Officer:Mrs Bev Buckley
University Compliance Officer (FOI/DP)
If you wish to request details of the personal data held on the WEFO central database you can contact WEFO Online on 0845 010 3355 or via email at: WEFO-Communications@gov.wales.
The METaL Project Team can be contacted via:Project METaL
Baglan Bay Innovation Centre
Security of your information
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 securely.
Some processing may be undertaken on the University’s behalf by an organisation contracted for that purpose. Organisations processing personal data on the University’s behalf will be bound by an obligation to process personal data in accordance with Data Protection legislation.
How to make a complaint?
If you are unhappy with the way in which your personal information has been processed you may in the first instance contact the University Data Protection Officer using the contact details above.
If you remain dissatisfied then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:Information Commissioner’s Office
Please advise us of any changes to your name, address, contact details as soon as practically possible so that we can amend our records accordingly.
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