School and College Liaison Participant Data
We collect data to enable the safe and successful delivery of events, and to allow for long-term evaluation, monitoring and research about access to Higher Education. We request data from young people (or their parent/guardian) who take part in our activities, events and programmes. We store data within the Higher Education Access Tracker to enable the long-term evaluation and monitoring.
Data Location
Long-term monitoring data - Higher Education Outreach Tracker: www.heat.ac.uk.
Event-specific data - locally
Disposal
Where data is held locally, it is to be disposed of in line with the retention period in the following ways.
Electronic copies: Deleted and double deleted from local locations.
Hard copies: Disposed of using the confidential waste process.
Personal/demographic data |
|
|---|---|
| FIELDS | DATA RETENTION PERIOD |
| First name and last name | Year of HE entry + 15 years |
| DoB | Year of HE entry + 15 years |
| Home postcode | Year of HE entry + 15 years |
| Sex | Year of HE entry + 15 years |
| Gender identity | Year of HE entry + 15 years |
| Email address | Year of HE entry + 15 years |
Access and inclusion support |
|
|---|---|
| FIELDS | DATA RETENTION PERIOD |
| Eligibility for free school meals | Year of HE entry + 15 years |
| First generation HE | Year of HE entry + 15 years |
Sensitive data |
|
|---|---|
| FIELDS | DATA RETENTION PERIOD |
| Ethnicity | Year of HE entry + 15 years |
| Looked after child/care leaver status | Year of HE entry + 15 years |
| Health information (including medical details, disability information, dietary requirements and additional needs) | Until end of the academic year in which the event takes place or programme is completed |
3rd party data |
|
|---|---|
| FIELDS | DATA RETENTION PERIOD |
| Next of Kin / emergency contact information | Until end of the academic year in which the event takes place or programme is completed |
| Teacher contact details | Until end of the academic year in which the event takes place or programme is completed |
Education record |
|
|---|---|
| FIELDS | DATA RETENTION PERIOD |
| Current school / college | Year of HE entry + 15 years |
| Current year of study | Year of HE entry + 15 years |
Statutory returns data |
|
|---|---|
| FIELDS | DATA RETENTION PERIOD |
| Demographic data – personal data | Year of HE entry + 15 years |
| Sensitive data | Year of HE entry + 15 years |
| Education record data | Year of HE entry + 15 years |