Social Sport Programmes Privacy Notice
This Notice explains how the University will collect and use your personal data under the Social Sport programmes (“Get Out, Get Active”/“Uni Girls Can”/”Social Sport”/”programmes”). For the purposes of data protection law, the University will be the “data controller” for using your personal data under Social Sport. This means if you were unclear, the University is the party collecting and using your data.
Change in the law
Until 24 May 2018 the University shall process your personal data in accordance with the Data Protection Act 1998 (or DPA for short). From 25 May 2018, the University shall process your personal data in accordance with the General Data Protection Regulations (or GDPR for short). This Notice complies with requirements under both DPA and GDPR.
Where does the University get your personal data from?
The above information that you have agreed to complete will be linked, via your student identification number, to records the University already holds on you as a student. Please see below.
Categories of personal data being processed
The University will collect and process the information you have provided and will link to records held by the University. Specifically, this will include date of birth, gender, ethnicity, level of study (e.g. undergraduate or postgraduate), year of study and domicile. It is recognised that some of the information being processed is particularly sensitive and falls within the definition of “sensitive data” under DPA and “special category data” under GDPR. None of the data that would identify you will be shared with any third party. The data will be analysed using methods appropriate to qualitative and quantitative methods such as thematic coding and statistical analysis respectively. During the process of analysing your data we will need to retain information that will identify you. However, any analysis produced that is to be put in the public domain or widely more shared within the University outside of the research team the data will be anonymised.
The purposes for which the University process your personal data and the legal basis for that processing
The University will process your data for the purpose of evaluating the impact of the number of students who engage in induction, campus discovery activity e.g. self-guided tours and the transition over to other activity e.g. one of the weekly walking trips. We will also analyse under-represented groups engaging in sport and physical activity while at University to understand the female participation and international student participation levels. At completion of the current funding for the programmes, we will be required to provide evidence for international students participation in different areas of the social sport offer alongside highlighting the specific target groups who are attracted to the different offers from the social sport programmes. Reports will be given to internal and external partners. It is also possible that we might give presentations and publish our findings.
Who might the University share your data with?
The University will not share your personal data with third parties. Anonymised, statistical data that has been aggregated will be used in publications, presentations and written reports.
The University will, from time to time, communicate with you by email and telephone. If, at any stage, you are concerned about the content of these communications, please use the unsubscribe option. You can still participate in the programmes even if you do not want to receive communications from us. If you are unsuccessful in unsubscribing from our communications and/or remain concerned, please contact our Data Protection Officer.
The University will retain your personal data for three years from the academic year of your last participation in an un-anonymised format, after which anonymised data will be held indefinitely.
Your rights as a data subject
The University thought it would be helpful to set out your rights under GDPR. You have the right to:
- withdraw consent where that is the legal basis of our processing;
- access your personal data that the University process;
- rectify inaccuracies in personal data that the University hold about you;
- be forgotten, that is your details to be removed from systems that the University use to process your personal data;
- restrict the processing in certain ways;
- obtain a copy of your data in a commonly used electronic form; and
- object certain processing of your personal data by us.
Please see https://ico.org.uk/ for further information on the above rights. You may also contact the Data Protection Officer for further information. You have a right to complain to the Information Commissioner’s Office about the way in which
the University process your personal data. Please see https://ico.org.uk/.
Legal basis for processing your data under GDPR
The University will be relying upon the ground of consent (indicated below) as the legal basis for processing your personal data.
Concerns and contact details
If you have any concerns with regard to Get Out, Get Active activities please get in contact by using this email firstname.lastname@example.org. If you have any concerns about the way your personal data is being processed or have a query with regard to this Notice, please contact our Data Protection Officer, Adrian Slater at email@example.com.
Our general postal address is University of Leeds, Leeds LS2 9JT, UK.
Our postal address for data protection issues is University of Leeds, Room 11.72 EC Stoner Building, Leeds, LS2 9JT.
Our telephone number is +44 (0)113 2431751.
Our data controller registration number provided by the Information Commissioner’s Office is Z553814X.
You confirm your consent to the above by clicking “Submit” on registration.