The Centre for Education and Youth and its affiliates, subsidiaries and related entities (“CfEY”, “we”, “our”) is committed to protecting the privacy and security of the personal data we collect about end customers and users of our services (“you/your”).
The purpose of this privacy notice is to explain what personal data we collect about you when we conduct research for the What works to support student mental health in HE project (“Project”). When we do this, we are the data controller.
The project is a collaboration between CfEY and The Centre for Transforming Access and Student Outcomes in Higher Education (TASO). Together, these parties are referred to as the ‘Research Team’ in this Privacy Notice.
Please read this privacy notice carefully as it provides important information about how we handle your personal information and your rights. If you have any questions about any aspect of this privacy notice you can contact us using the information provided below or by emailing us at firstname.lastname@example.org quoting “What works to support student mental health in HE” in the subject or body of the email.
Personal data we collect
We shall be processing the data of several categories of data subject. Please read the section below that is relevant to you:
- Your name
- Your email address
- Your telephone number
- Your age
- Your gender
- Your ethnicity
- Your sexuality
- Whether you have a disability and health related information
- The Higher Education Provider that you attend
- Your recorded interview answers relating to:
- Emotional difficulties/mental health information (that you wish to disclose)
- Your experience of accessing mental health support
Allied Professionals (e.g. mental health/wellbeing practitioners)
- Your name
- Your email address
- Your place of work (including type of institution)
- Your occupation/job title
- Your survey answers/recorded panel discussions relating to:
- Mental health support for HE students (see ‘Purposes’ section for specific areas of interest)
How we collect information about you
We may collect personal data in a variety of ways and at a variety of times throughout the research study being conducted. We refer to “primary data collection” when data is collected directly from you and we refer to “secondary data collection” when the data is not collected directly from you. Please read the section below that is relevant to you:
- From your university where you have been identified by university staff as someone relevant to invite to take part in this Project and you have agreed to have your contact details passed to us (secondary data collection)
- From yourself within a voluntary reply from you to an invitation to take part in the Project – we call this an ‘Expression of Interest’ from you (primary data collection)
- From yourself within an online/telephone interview with us (primary data collection)
Allied Professionals (e.g. mental health/wellbeing practitioners)
- From publicly available institutional websites which contain your information, such as name, email address, and job title (secondary data collection)
- From yourself within an online roundtable discussion either with TASO or a research partner organisation (primary data collection)
- From yourself via an online survey that TASO or a research partner organisation have sent you (primary data collection)
Purposes for which we use personal data and the legal basis
When conducting the research study, we may use your personal data for the following purposes and on the following lawful bases. The table below is relevant to all data subjects involved in the research study:
|Purpose||Lawful Basis for Processing|
|To gain an understanding of how Higher Education Providers (HEPs) and sector organisations address mental health within the higher education (HE) student population.||The lawful basis we shall be relying on is the legitimate interest of the Data Controller.|
|To gain an understanding of the HE student experience of accessing mental health support.|
|To confirm with you that you have agreed for the University to pass your data to us. Where you indicate you did not agree or no longer wish to take part we shall delete all data we have of you.|
|To send you an ‘expression of interest’ form if we have specifically identified you as a key stakeholder for this type of information.
(NOTE: Submissions will be voluntary after you have received a link directly from us.)
|To make confidential contact with you where you have indicated interest in being contacted about the research area to enable you to participate in an interview, survey and/or roundtable discussion (as required).|
|For us to conduct and record an interview and/or roundtable discussions with you (not all participants will be interviewed).
|To transcribe the audio captured from any recorded interviews and/or roundtable discussions we have with you.|
|To identify whether you have agreed to participate in the survey and send you a survey if you have (not all participants will be sent a survey).|
|To identify your data, which would be deleted where possible, should you no longer agree to have your data processed for the purpose of conducting the evaluation.|
|To associate your answers with yourself where we would like to make confidential contact with you based upon the answers you have provided which we have identified as useful in our development of this research area.|
Sharing your data
As part of our internal processing of your personal data within this Project we will be using suppliers whose storage location for data is in the United States. We enter into agreements with these suppliers which contractually oblige the recipient/supplier to process and protect your personal data to the standard expected within the EU and the UK. These agreements are known as Standard Contractual Clauses and/or International data Transfer Agreements.
Any data shared with the below categories of recipients is the minimum necessary for the task they have been instructed to carry out on our behalf or in conjunction with us. Each category of recipient is subject to pre-approved review to ensure comparative technical and organisational measures for keeping the data secure.
- Research partners (TASO and CfEY).
- Pre-approved transcription vendors.
- Pre-approved online survey platform providers.
There may be scenarios where we are subject to a legal obligation to disclose or share your personal data, such as with law enforcement agencies, regulatory bodies or public authorities in order to prevent or detect crime. We will only ever disclose your personal data to these third parties to the extent we are required to do so by law.
We may also share your personal data if we choose to sell, transfer, or merge parts of our business and/or group, or our assets in the future. Or we may seek to acquire other businesses or merge with them. During any such process, we may share your data with other parties. We will only do this if they agree to keep your data safe and private. If a change to our group happens, then other parties may use your data in the same way as set out in this notice.
How long we keep your data
Data shall be reduced, redacted, de-identified and deleted at appropriate times so we retain the minimum amount of data possible throughout the research study. We shall keep your data up to 12 months after the end of the Project. We will then dispose of your name and contact details by securely deleting your data.
The end of a Project is defined as when the final Project report is agreed and delivered to TASO (the final report will not contain any of your personal data). At this time the final report is scheduled for the end of March 2022 although on occasion Projects such as these take longer for reasons we are not able to foresee at the beginning of a Project. Therefore the final report data may be subject to change but the timeline to deletion will remain the same.
Transcription vendors are instructed to confirm deletion of interview recordings and any copies of transcriptions of interviews within 7 days of delivery of the transcription.
How we protect your data
We implement appropriate technical and organisational measures to protect data that we process from unauthorised disclosure, use, alteration or destruction. Data protection assessments are conducted for each research project and for all recipients of data used within any research data.
Your information is securely stored on a dedicated drive, and access is controlled by our secure access policy for the duration of the research study period.
We will always keep these under review to make sure that the measures we have implemented remain appropriate.
Any personal data is not subject to any automated decision-making.
Your rights and options
You have the following rights in respect of your personal data:
- You have the right of access to your personal data and can request copies of it and information about our processing of it.
- If the personal data we hold about you is incorrect or incomplete, you can ask us to rectify or add to it.
- Where we are using your personal data with your consent, you can withdraw your consent at any time.
- Where we are using your personal information because it is in our legitimate interests to do so, you can object to us using it this way.
- Where we are using your personal data for direct marketing, including profiling for direct marketing purposes, you can object to us doing so.
- You can ask us to restrict the use of your personal data if:
- It is not accurate,
- It has been used unlawfully but you do not want us to delete it,
- We do not need it any-more, but you want us to keep it for use in legal claims, or
- if you have already asked us to stop using your data but you are waiting to receive confirmation from us as to whether we can comply with your request.
- In some circumstances you can compel us to erase your personal data and request a machine-readable copy of your personal data to transfer to another service provider.
- You have the right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If you wish to exercise your rights, please contact us at email@example.com.
How to Complain
You can also lodge a complaint with the Information Commissioner’s Office. They can be contacted using the information provided at:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://ico.org.uk/concerns/.
If you have any questions, or wish to exercise any of your rights, then you can contact:
Project: “What Works to support students’ mental health”
Organisation: The Centre for Education and Youth (CfEY)
Address: 12 Grange Gardens, Cambridge, CB3 9AT
Alternatively, you can email us at firstname.lastname@example.org
Changes to this privacy notice
We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify you of the changes where required by applicable law to do so.
Last modified 02 12 2021.