National MA Education (Wales): Using Your Personal Information
Personal information which you supply to us will be held by the National MA Education (Wales) partnership. The National MA Education (Wales) is funded by the Welsh Government. For the purposes of this privacy notice, Swansea University is the project lead, and the programme has been developed in partnership with Aberystwyth University, Bangor University, Cardiff Metropolitan University, University of South Wales, University of Wales Trinity St David, Wrexham Glyndwr University and Welsh Government.
Within this document, the National MA Education (Wales) may also be referred to as ‘’the Partnership’’,
The National MA Education (Wales) partnership is committed to protecting the rights of registered users in line with Data Protection legislation. For data the Welsh Government requires the Partnership to collect the Welsh Government is the data controller and the National MA Education (Wales) partners are data processors. The Data Protection Officer for the Welsh Government can be contacted at Data.ProtectionOfficer@gov.wales. The National MA Education (Wales) partnership may also share data with the Education Workforce Council (EWC). The Data Protection Officer for the EWC can be contacted at dataprotection@ewc.wales.
For other personal data collected by the National MA Education (Wales) partnership, partner institutions are joint data controllers and have dedicated Data Protection Officers with the following contact details:
Aberystwyth University: infocompliance@aber.ac.uk
Bangor University: info-compliance@bangor.ac.uk
Cardiff Metropolitan University: dataprotection@cardiffmet.ac.uk
Swansea University: dataprotection@swansea.ac.uk
University of South Wales: dataprotection@southwales.ac.uk
University of Wales Trinity Saint David: foi@uwtsd.ac.uk
Wrexham Glyndwr University: dpo@glyndwr.ac.uk
What information do we collect, how your information will be used and what is our legal basis?
When you enrol as a student at one of the partner institutions your personal data will be collected and processed in line with the host partner’s Student Privacy Notice. Further information can be accessed via the following links: –
Cardiff Metropolitan University
University of Wales Trinity St David
Data which we are required to collect on behalf of Welsh Government
- To administer financial aspects of your enrolment as a student (e.g. payment of fees, debt collection) 6(1)(b) where processing is necessary for the performance of a contract with you, 6(1)(e) where processing is necessary for the performance of a task carried out in the public interest.
- To produce management statistics and to conduct research into the effectiveness of our programmes of study as well as produce statistics for statutory purposes 6(1)(e) where processing is necessary for the performance of a task carried out in the public interest, 9(2)(j) where processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.
Data which we are required to collect on behalf of the National MA Education (Wales) partnership
- To administer your studies and record academic achievements (e.g., your course choices, examinations and assessments, and the publication of pass lists and graduation programmes). 6(1)(b) where processing is necessary for the performance of a contract with you, 6(1)(e) where processing is necessary for the performance of a task carried out in the public interest
- For the purpose of recording lectures, meetings, student assessment and examinations 6(1)(b) 6(1)(e) where processing is necessary for the performance of a task carried out in the public interest, 6(1)(f) where processing is necessary for the purposes of the legitimate interests pursued by the controllers or by a third party.
- To produce management statistics and to conduct research into the effectiveness of our programmes of study as well as produce statistics for statutory purposes 6(1)(e), where processing is necessary for the performance of a task carried out in the public interest 9(2)(j) processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.
- To conduct surveys – from time-to-time participating institutions may run surveys designed to gather student feedback about the experience of teaching, learning, assessment, facilities, and skills development so that we are able to make improvements for all students. They may use your details to make initial contact however the resulting data is anonymised – results are aggregated at module or programme level to protect student anonymity. Such processing will only take place where it is necessary for the pursuit of the legitimate interests of the participating institutions or the student and only where the processing is not unwarranted and will not cause a prejudicial effect on the rights and freedoms, or legitimate interests, of the student 6(1)(f), where processing is necessary for the purposes of the legitimate interests pursued by the controllers or by a third party.
- To facilitate activities during the programme including online teaching and online assessment activities that are carried out by third-party service providers. Any transfer will be subject to an appropriate, formal agreement between the participating institutions and the third-party service provider 6 (1)(b) where processing is necessary for the performance of a contract with you, 6(1)(e) where processing is necessary for the performance of a task carried out in the public interest
Who receives your information?
Where necessary, personal information will be shared within the National MA Education (Wales) partnership. Personal information is protected by the Data Controller on behalf of Partnership and information will not be disclosed to third parties without your consent or is otherwise permitted by law. The National MA Education (Wales) partnership may also share data with the Education Workforce Council (EWC) and with the Welsh Government, in line with funding requirements. There may be other instances where your personal data may be shared, as outlined in each partner institution’s Student Privacy Notice.
How long we keep your data for
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. After graduation the Partnership will need to maintain some records in order that it can verify awards, provide transcripts of marks and to provide academic references for career support.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Further information can be obtained from each partner’s Student Privacy Notice.
Personal data collected on behalf of and shared with Welsh Government will be held in line with Welsh Government’s privacy statement relating to the funding requirements for this programme.
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 in secure areas with controlled access.
Some processing may be undertaken on the Partnership’s behalf by an organisation contracted for that purpose. Organisations processing personal data on the Partnership’s behalf will be bound by an obligation to process personal data in accordance with Data Protection legislation.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
What are your rights?
You have a right to access your personal information, to object to the processing of your personal information (objections are not always absolute and would be considered on their merits and in accordance with ICO guidance), to rectify, to erase and to restrict your personal information. In certain circumstances you may also have the right to portability. If you provide consent to the National MA Education (Wales) to process any of your data, then you also have a right to withdraw that consent. Please visit the Data Protection webpages for the National MA Education (Wales) partner institution leading your project for further information in relation to your rights.
Any requests or objections should be made in writing to the Data Protection Officer at your University
| Aberystwyth University | infocompliance@aber.ac.ukData Subjects’ Rights |
| Bangor University | info-compliance@bangor.ac.ukData Protection Guidance |
| Cardiff Metropolitan University | dataprotection@cardiffmet.ac.uk Data Protection |
| Swansea University | dataprotection@swansea.ac.ukYour Rights – Swansea University |
| University of South Wales | dataprotection@southwales.ac.uk Data Protection Policy |
| University of Wales Trinity Saint David | foi@uwtsd.ac.ukData Protection |
| Wrexham Glyndwr University | dpo@glyndwr.ac.ukData Protection |
If you are unhappy with the way in which your personal information has been processed, you may in the first instance contact the relevant 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, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF www.ico.org.uk
What if you do not provide your personal data?
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.
Your responsibilities
Please advise of any changes to your name, address, contact details as soon as practically possible so that we can amend our records accordingly.
Further information can be obtained by contacting the National MA Education (Wales) Programme Manager: enquiries@nationalmaeducation.wales