UCA KMPF
Privacy Notice

University for the Creative Arts

Recruitment & Admissions Department

Privacy Notice: Outreach & Widening Participation – including the Kent and Medway Progression Federation (KMPF)

Note: For the purposes of this Privacy Notice:
“you” or “your” means an individual who is interested in the University’s courses or events, or Higher Education generally.
“we”, “us”, or “our” means the University for the Creative Arts (UCA) and the Kent and Medway Progression Federation (KMPF). 
“University” means the University for the Creative Arts (UCA).
“Personal Data” or “data” means your personal identification information that you have given us or which we have collected.
“Special Category Data” means specific sensitive data which we give more protection.

What is this Privacy Notice for?

This activity is provided by the University for the Creative Arts (UCA) in collaboration with the Kent and Medway Progression Federation (KMPF) and is designed to give you an insight into Higher Education (HE). HE courses are run by Universities and FE Colleges and they are the next level on from A level, T level, AVCE, BTEC, IB and NVQ3. 

When you take part in this activity, UCA and KMPF will collect your data for various reasons, listed below. This Privacy Notice lets you know how we collect, process, and use your data.

What is UCA?

UCA is a specialist creative university providing pre-degree, undergraduate and postgraduate education.

What is KMPF and what organisations are part of it?

UCA’s outreach work in Kent and Medway is via the Kent and Medway Progression Federation (KMPF). KMPF is a partnership between the University of Kent, Canterbury Christ Church University, the University for the Creative Arts, University of Greenwich and over 50 schools and colleges in Kent and Medway. KMPF combines UCA’s self-funded outreach activities with additional funding from the Office for Students (OfS) through their Uni Connect (sometimes referred to as Kent and Medway Collaborative Outreach Programme - KaMCOP) initiative.

Collaboratively, KMPF offers activities, advice and information on the benefits and realities of going to university or college. We work together to support students like you with their future decisions, by providing events like the one you are taking part in. You can find further information on the KMPF website.

When we collect your Personal Data:

We may collect your Personal Data through the following methods:

  • Data collection forms, either in person via a paper form or digitally via a tablet device or our website,
  • Over the telephone,
  • Via email,
  • Your registration at a related event.

What Personal Data are we collecting:

Where necessary, we may collect and store the following information about you:

  • Name
  • Contact information (such as address, postcode, phone number, email address)
  • Date of birth
  • Details of your current education, including your school or college, year group and teacher
  • Information on if you would be the first person in your immediate family to go on to study at Higher Education or University
  • Your biological sex (male/female/prefer not to say)
  • Your dietary requirements
  • Nationality and/or country of residence
  • Your activities in preparation for higher education, e.g. attendance at events and workshops
  • Your communication preferences
  • Your study preferences, including subject and level of interest
  • Survey result feedback
  • Any questions you have asked or other personal details you have shared with us
  • Details of your parents’/ legal guardians’ name and contact information (phone number, email address, relationship to you)
  • Details of your parents’ / legal guardians’ education (if they have been to University or studied at Higher Education level)
  • Details of an emergency contact for you when attending an on-campus event ie Holiday Clubs. These details include emergency contact’s name and contact information (phone number, email address, relationship to you).
  • Images, audio recordings, videos, and written material including quotations, feedback, and other contributions you submit to us for the purposes of achieving an Arts Award qualification.

How we will process/use your data:

a) In order for us to provide a service to you, such as answering your enquiry, registering you at an event/activity, or providing you with a relevant Arts Award qualification, your information will be ‘processed/used’ in the following ways:

  • To identify you when necessary.
  • To enter you into our competitions/quizzes and let you know if you’ve won.
  • To enter you for an Arts Award moderation to enable you to achieve an Explore, Bronze, Silver or Gold Arts Award qualification and certificate.
  • To enter you to achieve a Discover Arts Award certificate.
  • In the production of statistics - you will not be identifiable through these statistics. Details of parental education will also be used to produce similar statistics and you and/or your parent/legal guardian(s) will not be identifiable through these statistics.
  • For the purpose of contextualised admissions where we want to improve inclusivity, the University may use this data to inform and support its decision-making process.
  • Organising events and workshops, including registration, to ensure that we can meet your needs at the event.
  • To send you communications and updates about the service you have requested, e.g. registration on an event.
  • To analyse the impact of events/workshops on the promotion of further and Higher Education.
  • Tracking future outcome of event participants, including application to the university and in some instances into other Higher Education institutions.
  • We consider the processing of your data (and sharing your data with the third parties listed below in this notice), in this instance, necessary for the performance of our public task, i.e. running events, supporting the achievement of Arts Award qualifications and raising awareness of further and higher education options, as a university.

b) For monitoring and evaluation purposes (under the legal basis of Public Task), your information will be ‘processed/used’ in the following ways:

  • Your data will be entered into the Higher Education Access Tracker (HEAT) and used for longitudinal tracking (research into access to Higher Education carried out by HEAT). Data on the HEAT database is stored securely in accordance with current data protection legislation. The HEAT database is held on secure computer systems. These systems are subject to stringent physical and electronic access control mechanisms. This means only authorised people will be able to access your data. You can find further information at heat.ac.uk.

We collect your data for three main reasons under the legal basis of Public Task:

  1. For the purpose of monitoring, which allows us to fulfil compulsory external reporting requirements to regulatory bodies such as the Office for Students, as well as giving us a clear picture of the activities we deliver and people we work with.
  2. For the purpose of evaluation, which helps us assess the effectiveness of different initiatives on widening participation to HE. This includes long-term tracking of participants’ education journeys, which lets us see how many of the students who participate in our activities go on to university. If you are unable to provide some of the information in this register (i.e. if you do not know your postcode), we will use other sources of information available to us, such as your student record, to supplement the information you have provided in order to meet our outlined objectives.
  3. For the purpose of contextualised admissions where we want to improve inclusivity, we may use this data to inform and support our decision making process (this will always be used to your advantage).

Additional Special Category Personal Data:

In some instances, we may collect and store the following additional information about you:

  • Your ethnicity, ethnic group, ethnic or cultural background, including if you are from a Gypsy/Roma/Traveller community.
  • Information regarding your health, disability status, access or special learning requirements.
  • Your status as a young carer.
  • Your status as a care experienced or looked after young person.
  • Your status as an unaccompanied asylum-seeking young person or refugee.
  • Information regarding if you are estranged from your family.
  • Your status as a child from a military family.
  • Information regarding if you receive free school meals.

We are relying on your explicit consent, gained via email or by you signing our data collection form, in order to carry out the processing of your Special Category Data.

How your Special Category Data will be processed/used:

a) In order for us to provide a service to you, for example, an event or activity, your Special Category Data will be used in the following way:

  • To check your eligibility for activities where priority spaces are for students from under-represented backgrounds. For more information, see our eligibility criteria.
  • To ensure we can accommodate any specific requirements you may have during your engagement with our activity. This information will be treated sensitively with the purpose of ensuring your comfort and safety during the activity.

b) For monitoring and evaluation purposes (under the legal basis of Public Task), your information will be ‘processed/used’ in the following ways:

  • Your Ethnicity is considered Special Category Data, meaning that it’s more sensitive and we need an extra reason to collect this information. Our reason is Article 9(2)(g) of the GDPR - Reasons of substantial public interest (with a basis in law), namely the Equality Act. Your ethnicity is being collected for the purpose of widening participation of ethnic minorities in higher education in the UK. Any other sensitive information about yourself is used solely for research purposes and for equalities monitoring, both by UCA, KMPF and as part of wider national research projects.

Who your Personal Data will be shared with:

We have a list of approved suppliers with whom we will share your data with, when necessary. This list includes:

  • Fulfilment Houses – e.g. when we send you a prospectus
  • Stored in our Customer Relationship Management (CRM) Software
  • Survey Software Company
  • Market Research Company when we are undertaking a survey
  • Higher Education Access Tracker (HEAT). HEAT may share your data as detailed in their own privacy notice, accessible here: www.heat.ac.uk/privacy-notice
  • Higher Education Statistics Agency (HESA). HESA may share your data as detailed in their own privacy notice, accessible here: www.hesa.ac.uk/about/regulation/data-protection/notices#linkg
  • Arts Award’s awarding body, Trinity College London. Trinity College London may share your data as detailed in their own privacy notice, accessible here: www.trinitycollege.com/page/privacy

Will other institutions be able to access my data through KMPF?

Your data may be shared with the Office for Students, CFE Research, Higher Education Statistics Agency, or the University and Colleges Admissions Service (UCAS). It will also be shared with partners including colleges, University of Kent, Canterbury Christ Church University, University of Greenwich, Higher Education Access Tracker service subscribers and the National Data Service. We share your data to help evaluate the effectiveness of this activity. This is part of the government policy to widen participation in higher education and to develop future policy. In order for us to provide these activities, we may need to coordinate with your school/college and notify them that you have taken part by sharing limited information (such as your name) on an ad -hoc basis. The project and its partners will not use your record in a way that would affect you individually. We will not release data to anyone who is unauthorised.

How long we will keep your data:

UCA will keep your data for a period of 5 years after your last engagement with us, after which it will be deleted or anonymised.

In addition, if you have:

  • Attended an activity within the last 15 years
  • Supplied your first name, last name, postcode and date of birth
  • And not withdrawn your permission to be included in outreach participant research

Then for the purpose of monitoring and evaluation your data will be used in the HEAT database for 15 years from the academic year after you turn 18. After this time, your information will be marked as ready for deletion and we will delete it from the HEAT database. Information stored that does not reach the above criteria will be marked as ready for deletion within 7 years.

We do this to track and evaluate participation in activities and progression to Higher Education. Whenever the research findings are published, all information will be anonymised.  You have the right to opt out at any time from having your data being processed during this time. You can do this by emailing us at outreach@uca.ac.uk or writing to the Outreach Manager, UCA Farnham, GU9 7DS.

Your rights:

We offer the following rights to you in respect of your personal data:

You can request access to, or copies of, the personal data that we hold of you. If you would like to exercise this right, please contact us using the contact details given below.

  • If you believe that any information we have about you is incorrect or incomplete, please contact us using any of the contact details given below as soon as possible. We will take steps to seek to correct or update any information if we are satisfied that the information we hold is inaccurate;
  • You can object to how we process your personal data;
  • You can request that your personal data be deleted, where it is no longer necessary for the purposes for which it is being processed and provided there is no other lawful basis for which we may continue to process such information;
  • You can withdraw any consent given to processing (this will not affect the lawfulness of processing based on consent before its withdrawal); or
  • You can request that we restrict the processing of your personal data in certain circumstances when required by law.
  • You can request the transfer of your data to another party.
  • You can lodge a complaint, we will try to resolve any concerns you may have. However, if you consider that we are in breach of our obligations under data protection laws, you have the right to lodge a complaint with the Information Commissioner's Office.

If you would like to exercise any of your rights as described above (or if you have any questions about this Privacy Notice or concerns about our dealings with your Personal Data), please contact the data protection Office at dpo@uca.ac.uk

Updates to this Privacy Notice:

UCA may change this Privacy Notice from time to time in order to reflect changes in the law and/or its privacy practices. When this happens and where UCA is required to do so by law, it will provide you with a new and/or updated Privacy Notice detailing how the use of your Personal Data is changing and, if necessary, obtaining your consent for the further Processing, as may be applicable.

Approved by Data Protection Officer: January 2024. 

Updated link to HEAT and HESA privacy notices, February 2024.

Last modification - updated link to Trinity College London privacy notice, August 2024.