School and College Liaison Activity Privacy Policy

We use your data to:  

• promote activities and assess eligibility for participation in some of our activities  

• monitor participation in activities  

• track/monitor, evaluate and report on the effectiveness and impact of our work   

• ensure we can fulfil our commitments to report to funders, the Office for Students and other agencies  

The legal basis for holding the data is consent. Consent can be withdrawn at any time. To request this, please email scl@lboro.ac.uk.   

This information is relevant if you’re a student, parent/guardian, or school/college contact engaging with our outreach and recruitment activities.  

Further information and guidance on the University’s approach to personal information can be found on our data protection, information and security and data privacy webpages.

Information about the HEAT collaboration is available here: Privacy Notice – HEAT.  

What personal information do we hold about you? 

We may collect the following personal and special category data from you, your parent/guardian or indirectly via your school or college, if you express an interest in, or participate in an access to higher education outreach activity.:  

• Biographical information (including name, sex, date of birth) 

• Contact details (including address/postcode, email address, telephone number) 

• Education (including current school/college, predicted/actual grades, study interests, teacher contact details) 

• Background information (including eligibility for free school meals/pupil premium, involvement in widening participation activities, parent/legal guardian educational background) 

• Next of kin and emergency contact information 

• Photographs (only with your consent, for event materials or promotion) 

We also collect or use the following sensitive and/or special category information; this information is subject to additional protection due to its sensitive nature: 

• Background information: ethnicity data, looked after child/care leaver/estranged status, asylum seeker/refugee status, gender identity 

• Health information; medical details, disability information, dietary requirements and additional needs 

We use this information for equal opportunity monitoring purposes and/or to cater for your needs and keep you safe and healthy at our events. 

For students in Year 12 and 13 (or equivalent) or above we will ask for information to be shared by the student themselves. For students in Year 11 and below, we will ask for a parent/guardian to share information with us on their young person’s behalf.  

Lawful Basis 

Our lawful basis for collecting or using your personal data are: 

• Consent. You have a right to withdraw your consent at any time. 

• Task in the Public Interest. 

Where do we get personal information from? 

• Directly from you 

• Your parent/s or guardian/s (if you are in Year 11 or younger) 

• The Higher Education Access Tracker (HEAT) 

• The Higher Education Statistics Agency (HESA) 

Who do we share your data with outside the University? 

We may share your data with carefully selected external organisations, as part of our monitoring and evaluation. These may include: 

• Your school/college 

• External partners with whom we may have collaborated to organise and/or evaluate our activities 

• The Office for Students (OfS) 

• The Higher Education Access Tracker (HEAT) 

• The Higher Education Statistics Agency (HESA) 

• The Department for Education 

HEAT and HESA may share your data as detailed in their privacy notices, which are accessible at the links provided: 

Privacy notice for HEAT: Privacy Notice – HEAT 

Privacy notice for HESA: Collection notices | HESA  

Loughborough University does not sell your data to third parties or other organisations.     

How long do we keep your information? 

We will retain your personal information in line with the University’s Records Retention Schedule and the HEAT data retention policy: HEAT Data Protection Policy.  

This means that information collected to enable the successful delivery of the event (such as dietary requirements and emergency contact details) will be held until the end of the academic year in which the event takes place.  

All other personal data will be retained to enable long-term evaluation, monitoring and research about access to Higher Education to take place. If you have supplied your first name, last name, postcode and date of birth, and have not withdrawn your permission to be included, please note: 

• Where you HAVE provided tracking permission, your data will be retained for up to 15 years once you are HE ready for the purpose of monitoring and evaluation. After this time your information will be deleted.  

• Where you HAVE NOT provided tracking permission, your data will be deleted within 7 years of being provided.  

Who can I contact? 

If you have a general question about how School and College Liaison or Higher Education Access Tracker related data is used, please contact the School and College Liaison team: scl@lboro.ac.uk. 

You may find additional useful information and the answer to your query on our Information Governance webpages at http://www.lboro.ac.uk/services/registry/information-governance/ 

Complaints about Data Protection

If you have any concerns about our use of your personal data, you can make a complaint to us by contacting us using the following details:  

Data Protection Officer on dp@lboro.ac.uk or write to The Data Protection Officer at Academic Registry, Loughborough University, Loughborough, Leics, UK LE11 3TU. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the Information Commissioner’s Office (ICO), the relevant regulator for data privacy and protection matters.  The ICO’s address: 

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

Helpline number: 0303 123 1113 

Website:  
https://www.ico.org.uk/make-a-complaint 

Last Updated: September 2025.