Privacy Notice
How the University of Nottingham processes your personal data?
The University of Nottingham, University Park, Nottingham, NG7 2RD (0115 951 5151), is committed to protecting your personal data and informing you of your rights in relation to that data.
The University of Nottingham is registered as a Data Controller under the Data Protection Act 2018 (registration No. Z5654762).
One of the University’s responsibilities as a data controller is to be transparent in our processing of your personal data and to tell you about the different ways in which we collect and use your personal data. The University will process your personal data in accordance with the UK data protection legislation and this privacy notice is issued in accordance with the UK GDPR Articles 13 and 14.
We may update our Privacy Notices at any time. The current version of our Privacy Notices can be found below, and we encourage you to check back here regularly to review any changes.
The Data Protection Officer
The University has appointed a Data Protection Officer. They can be contacted at: Data Protection Officer, B16 Lenton Hurst, University of Nottingham, University Park, Nottingham NG7 2RD, emailed at dpo@nottingham.ac.uk and telephoned on (0115) 748 7179.
What information do we hold?
We hold a range of personal data about you, some of which you may provide to us directly and some of which we may receive from third parties. The following categories of personal data are being processed to achieve this purpose: contact information, demographic information including widening participation/socioeconomic criteria, curriculum vitae, personal statement, credentials data, academic transcript, parent’s education details and job type and salary bracket, research, survey and assessment responses, and, copy of driving license, copy of passport, referee details and their reference letter, and other supporting documents for the application.
How do we use it and why?
We only process data for specified purposes and if it is justified in accordance with data protection law. The purpose of this process is to support the summer research internship programme. Specifically, we will collect and process personal data to:
· evaluate applications to participate in the programme
· assess learning outcomes
· provide feedback to students, lecturers and school leaders
· conduct surveys and analyse the results
· evaluate the programme
· monitor the progress of students towards their goals
· generate research findings that contribute to academic understanding and inform best practices
· prepare reports on the programme
· conduct subsequent reviews of the programme
This processing is justified because it is necessary for operational purposes and evaluation of the programme as well as applications in connection with internships, and achieving the programme objectives and contributing to understanding in supporting individuals from socioeconomically disadvantaged backgrounds across the UK.
The legal basis for this processing is: Consent.
We also process the following special category data about you: racial or ethnic origin, sexual orientation.
The additional processing condition for this processing is "Processing necessary in connection with employment". This processing is justified because we use the special category data (if applies) to ensure that the socioeconomic criteria are satisfied for data subject to be able to apply for the internship.
Who do we share your information with?
We may share the reports, reviews, analysis of applications, and outcome of the surveys and assessments with the relevant funding bodies: the Royal Academy of Engineering, Google DeepMind and the Hg Foundation, for operational and evaluation purposes.
How long do we keep your data?
The University will only keep your personal data for as long as necessary to fulfil the purposes for which we collected it. 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.
Retention will begin in the current academic year (2024-2025). Consent letters will be stored for the entirety of the live project and will be deleted at the end when the data is archived anonymously to an external repository. Records of withdrawals from the project will be kept for the entirety of the live project and destroyed after the closure of the project. Video and audio recordings of interviews and focus groups with participants will be stored in a secure site. Where the University wishes to use audio/ visual material for social media or other marketing purposes, it will ensure that it gets consent from any identifiable individuals participating. Audio/ visual material collected for research only purposes will be deleted by the end of the programme. Audio visual material used for social media or other marketing purposes may be retained in perpetuity. If individuals wish to withdraw consent for material used for this purpose, they should contact ps-cs-internship@nottingham.ac.uk .
Your rights as a data subject
You have a number of rights under UK GDPR. Further information about these rights and how to invoke them can be found on our website here: https://www.nottingham.ac.uk/utilities/privacy/privacy.aspx
Where can I get more information?
If you have any questions about this privacy notice or how your data is processed, please contact ps-cs-internship@nottingham.ac.uk
This privacy notice is reviewed regularly and we will alert you to any changes we might make.