Privacy notice
References in this privacy notice to "The University", "we", "our", and "us", etc. are references to the Advancing Access project which is operated by us, The University of Nottingham, a university in England incorporated by Royal Charter with administrative offices at University Park, Nottingham NG7 2RD.
The University is committed to protecting your privacy and respecting the confidentiality of information which you provide when you visit any of our websites, including https://www.advancingaccess.ac.uk and any sub-domains of this site (“our websites”). At the same time, we want to try to ensure that you obtain full value from our websites and from the services which you may want to receive via our websites. The University is the registered data controller with registration number Z5654762. The Data Protection Register is open to view on the Information Commissioner Office’s website. We uphold the relevant data protection principles and process all personally identifiable information about you ("personal data") in accordance with the UK General Data Protection Regulation (“UK GDPR”) and other relevant legislation. This privacy notice explains what information we may collect about you when you visit our website and how we may use it.
You should read this privacy notice in conjunction with the University's privacy notice which is available at https://www.nottingham.ac.uk/utilities/privacy/privacy.aspx, of which this privacy notice forms a part. This privacy notice (together with the University’s privacy notice) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
Any changes to this privacy notice will be posted on our websites and, where appropriate, notified to you by email.
The information we collect automatically
It is possible to use our website without providing any personal data. However, please be aware that the University may record anonymous information such as:
> the areas of the website you visit
> information about your computer, such as which browser you are using, your network location, the type of connection you are using, etc
We may collect this information through use of cookies. The website uses essential session cookies to keep you logged in and Google Analytics in order to identify areas of the website that are most used. No personal data is captured.
The information you provide to us
In some areas of our website we may ask you for personal data, such as your name, address and email details, that will enable us to make your site visit a more rewarding experience for you and/or to contact you after your visit. Examples of this might be where you complete an online form to download a resource, or to register your interest with us about online events, or when you report a problem with our website, or where you subscribe to an online newsletter. In these circumstances we will ask for your name, school or college, the school or college postcode or region, your email address and your role. We will collect personal data for the purpose of providing you with access to the Advancing Access services which provide ongoing continuing professional development relating to progression to university and specifically to selective institutions.
Information about us and use of your data
The data controller is the University of Nottingham, a university in England incorporated by Royal Charter with administrative offices at University Park, Nottingham NG7 2RD.
We will keep personal data necessary to provide the services such as contact details for staff for the duration of the Advancing Access programme.
You have various rights in respect of our use of your personal data as set out in the 'Your Key Rights' section below. The fundamental right to be aware of is that you may ask us to consider any valid objections which you have to our use of your personal data where we process your personal data on the basis of our, or a third party's, legitimate interest.
We do not use any automated decision-making, including profiling.
Where we intend to process your personal data for a purpose other than for which it was collected, we shall provide you, prior to the use of your personal for the new purpose, with information on the other purpose and any further relevant information. You will be able to opt out of this.
How we may use this information
Personal data which we collect about you via our websites is held on and processed by servers situated in the UK. The University will retain this data for a reasonable period or for as long as the law requires and no longer than necessary.
The University uses Digital Ocean to process this data in the UK.
We will only use this personal data for the purposes for which it was collected, unless you have given us permission to use it for other stated purposes.
The University may use personal data collected from you via our websites for the following purposes:
| Purpose/activity | Our lawful basis for processing this personal data | Type(s) of personal data we use for this purpose |
| To manage and monitor use of our website | Legitimate interests – to help us ensure the service is sufficiently resourced and is meeting the needs of its users | Registration information includes full name including title, email address, region of residence (e.g. East Midlands, North East, Scotland etc.), name of the school, college or other organisation where you work at/represent and job role (e.g. “Head of Year 12”). |
| To register you as an online user, to enable you to sign up to an online course, web forums or online conferences and to enable you to report a problem with our websites | Fulfilling our contract with you | Registration information as above |
| To notify you about changes to our services | Legitimate interests – to help us notify you about any important information about the services | Registration information as above |
| To make suggestions and recommendations to you about goods or services that may be of interest to you | Legitimate interests (to develop our products/services and grow the service) | Contact details and interests you ask us to include on our mailing list and your preferences for receiving marketing material. |
| To ensure that content from our websites is presented in the most effective manner for you and your computer | Legitimate interests – to help us ensure the service is meeting the needs of its users. | Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website. |
| To administer our websites and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes | Legitimate interests – to track the use of the website and identify areas where we can improve performance or functionality (business and technical) | Technical Data as above |
| To monitor and evaluate the effectiveness of the Advancing Access project | Legitimate interests – to help us ensure the service is meeting the needs of its users. | School, college or other organisation where you work at/represent and data about resources accessed, events attended, etc. |
| To allow you to participate in interactive features of our service, when you choose to do so | Fulfilling our contract with you |
Registration Information as above Technical Data as above |
| As part of our efforts to keep our websites safe and secure | Legal Obligation – to ensure the website is secure and not used for unlawful purposes |
Registration Information as above Technical Data as above |
| To comply with legal, regulatory and audit requirements | Legal Obligation |
Registration Information as above Technical Data as above Accessibility requirements which may include health data you provide to us for helping us ensure the services we provide are accessible. |
How we may share this information
We will share fully pseudonymised information with researchers who will use it for the purposes of monitoring and evaluating the effectiveness of the Advancing Access project. This includes a team of researchers we work with at King’s College London and could include similar teams of researchers in other organisations who may be asked to evaluate the Advancing Access project in the future for the purposes of monitoring, evaluation and research.
We sometimes administer the registration of attendees for events held at other universities. When we do this, we will share details of your name, dietary requirements and accessibility requirements with these other universities so that they can deliver the event successfully. In the case of attendees with dietary requirements and accessibility requirements, we will also share your email address too as the hosting university may need to contact you to discuss your requirements. We will ask for your consent before doing this and data will be destroyed once events have concluded.
We may also disclose your personal information to third parties:
> in the event that we sell, buy or move control of the website to any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
> if the University or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets;
> if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of the University, our students, or others.
The data that we collect from you will not be transferred to, and stored at, a destinations outside the UK or the European Economic Area ("EEA"). If at any time you want to withdraw any permission you have given us to provide you with services, or to use your personal data in any other way, please inform us as mentioned below.
Your key rights
You have rights under data protection laws in relation to your personal data.
Your rights can be exercised at any time by contacting us at enquiries@advancingaccess.ac.uk, 0115 748 4775 or Advancing Access c/o Widening Participation, King’s Meadow Campus, The University of Nottingham, NG7 2NR.
Accessing your own personal data
You are entitled to access information held about you. A request for a copy of information held about you is called a "Subject Access Request". To make a request for your own information please see our Data Protection website.
You may complain to the Information Commissioner’s Office if you consider that we are in breach of any data protection right. You can find out more information at the following contact point:
To find out more about these rights and other rights you may have, please visit the University’s privacy section on its website.
Security
Our websites and our computer systems have security measures in place with the aim of protecting the loss, misuse or alteration of personal data held by us.
All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our websites; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Other websites
Our websites may contain links to other websites which are outside the University's control and are not covered by this privacy notice. We are not responsible for the privacy notice of any such linked websites. If you follow a link to any of these websites, please note that these websites have their own privacy notice and that we do not accept any responsibility or liability for these. Please check these notices before you submit any personal data to these websites.
Comments or questions
Please send any comments or questions relating to this privacy policy to our project team, at enquiries@advancingaccess.ac.uk.
You can also contact the University’s Data Protection Officer at: dpo@nottingham.ac.uk.