HEON Privacy Notice
The Higher Education Outreach Network (HEON) is a partnership of 6 educational partners (University of Surrey; Royal Holloway; University of Creative Arts; NESCOT; Guildford College; Farnborough College of Technology), and 2 other partners (Surrey County Council, and the Surrey Sports Park) working together as part of the National Collaborative Outreach Programme (NCOP) to support the government’s aims of increasing participation of underrepresented groups in Higher Education.
How we handle personal data
Under the Data Protection Act 1998 the Higher Education Outreach Network (HEON) which is hosted at the University of Surrey is legally responsible for the personal data we collect and hold about you. One of our responsibilities is to tell you about the different ways we collect and use your personal data. This statement provides details about these uses. In addition to this statement, you may be given further information about the uses of your personal data when you use certain services offered by HEON.
Personal data is data relating to a living individual who can be identified from that data or from that data and other information in HEON’s possession. It includes data such as name, address, id number etc. Sensitive personal data is defined in the Data Protection Act and is data relating to racial or ethnic origin, political opinions, religious beliefs, trade union membership, health, sex life, criminal convictions.
You have the right to ask HEON whether we hold your personal information and to see a copy of this information. If you would like to submit a subject access request, please contact us at firstname.lastname@example.org in the first instance.
For what reason do we collect and process personal data?
HEON processes personal data in accordance with the Data Protection Act as well as the University of Surrey’s Data Protection Policy.
HEON collects only the data we need and we keep that data up to date. We collect data from students or their parents themselves through demographic forms, application forms and other means, as well as through other third parties such as schools. These forms will always explicitly state the reason for the data being requested, and also ask for you to provide consent for its use.
Within HEON, personal data, including sensitive personal data may be shared between colleagues who legitimately need the information to carry out their normal duties to support your time with us.
HEON needs to process certain personal data for a number of purposes:
- To process your application for/participation in an outreach activity
- To administer the outreach activity in which you participate
- To inform you of outreach activities or events that may be of interest to you
- To help determine whether our activities are helping participants move on from school into further education, higher education and employment
- To publish anonymised reports that do not identify individuals for reporting purposes
- To track young persons’ journeys from school to Higher Education as part of a longitudinal study
How long do we hold personal data?
HEON will hold data for the duration of the programme, and the following evaluation period, which will be a maximum total of 13 years. Data will be kept securely and will be appropriately disposed of after the close of the programme.
How do we share your data with third parties?
HEON may need to share your personal and sensitive personal data with third parties outside of the partnership. This will usually only be done with your consent, however we may share data with external organisations if HEON considers it to be in our legitimate interests to do so.
We plan to share certain data with the following organisations:
Higher Education Access Tracker (HEAT) - http://heat.ac.uk/
HEON partners with HEAT to help determine whether our activities are helping participants move on from school into further education, higher education and employment it is important that we collect information about the students who take part in them.
We use the HEAT service and database (www.heat.ac.uk) to record information about our outreach activities and the students who take part in these activities. HEAT gives us the ability to track the educational journey of our outreach participants into university and beyond into employment. HEAT will retain data for as long as the service is in existence for the purposes of the longitudinal study. To find out more about how HEAT does this please go to www.heat.ac.uk/what-is-heat.
Higher Education Funding Council for England (HEFCE) - http://www.hefce.ac.uk/sas/ncop/
HEON will provide regular reports to HEFCE on the effectiveness of the programme. This data will be summarised in reports, and will be shared anonymously.
CFE Research - http://cfe.org.uk/
CFE Research has been commissioned by HEFCE to evaluate the overall impact of the NCOP. CFE will be collecting their own data, and using data collected by HEON and HEAT to carry out this evaluation.
The Office for Students (OfS) (once established in April 2018)
The Department for Education (DfE) - https://www.gov.uk/government/organisations/department-for-education
The Office for Fair Access (OFFA) - https://www.offa.org.uk/
Higher Education Statistics Agency (HESA) - https://www.hesa.ac.uk/
UCAS - https://www.ucas.com/
HEON may share data with the above agencies in order to effectively report on, monitor and evaluate our activities.
HEON may share personal data, including sensitive personal data, outside of the partnership in certain other exceptional circumstances, for example if it is needed to protect your vital interests or the vital interests of another person; or for certain other reasons where it is not possible or appropriate to gain your consent such as disclosures to the police for prevention or detection of crime and apprehension or prosecution of offenders, if it is required by a Court Order, or to obtain legal advice.
This privacy statement describes how The Higher Education Outreach Network (HEON) uses and protects any information that you give HEON when you use this website.
HEON is committed to ensuring that your privacy is protected. If you choose to submit any information on this website, it will be stored securely on University of Surrey servers, and only used to keep you informed of activities run by HEON and our partners. HEON will not sell or distribute your information to third parties unless you have given permission or there is a legal requirement to do so.
HEON may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 01/01/2017.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
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Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.