Technocamps Privacy Policy

Updated November 2025.

Technocamps is a pan-Wales schools and community outreach programme led by the Computer Science Department at Swansea University with hubs in every University across Wales. The programme is funded through the Department for Education and Skills, Welsh Government and the Welsh European Funding Office, and the UK Government through the UK Shared Prosperity Fund.

As the programme is led from Swansea University, we use Swansea University’s Data Protection Policy and Privacy Notice as a guideline. Any issue not covered in this privacy notice will be addressed through the University policy. We take the collection, processing, and storage of personal data seriously and adhere to the Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR) and precise guidance provided by our funders.

Data Controller/ Processor

Swansea University is the Data Controller and is committed to protecting the rights of Individuals in line with the DPA and the UK GDPR. For the projects we operate on behalf of the Welsh European Funding Office (WEFO), we act as the Data Processor. WEFO are the Data Controller for the ESF-funded Technocamps 2 project ref:80942.

What information do we collect about you?

Our funders require us to capture information, and we also require information to keep you informed of our free services and to administer and deliver our activities. A full list of the data types we collect as a Data Controller and as a Data Processor can be found at the end of this document.

Special category (sensitive) data

The UK GDPR recognises that some types of personal data are more sensitive and are classed as “special category data”. Technocamps may collect data about an individual’s health to enable participation in some of our activities, specifically referring to medical conditions or allergies, for purposes of visits to companies or to universities.

Technocamps collects and processes this data in the interest of the data subject to ensure that individuals are safeguarded, particularly young people (the participant).

How will your information be used?

We collect data from our project participants for the following reasons:

Administering - to be used in order to administer and deliver our activities.
Monitoring - to be used as evidence to our funders of the participants who have benefited from engagement with the programme. This data will be provided to our funders following their data protection guidance.
Evaluation - to provide an insight into the impact and collect feedback from the participants related to the activities they undertake.

We collect data from our stakeholders for the following reasons:

Engagement and information regarding our programmes.
Reporting and evaluation for the longevity and continued success of our programmes.
What is our legal basis for processing your personal data?

See full chart at the end of the document.

Security of your Information

Data Protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only members of staff who need access to relevant parts or all of your information will be authorised to do so. Information about you in electronic form will be subject to password and other security restrictions, while paper files will be stored in secure areas with controlled access.

Data Retention

Technocamps will retain personal information for the duration of the Technocamps operation and for a reasonable period of time upon its conclusion to comply with regulatory audit and document retention requirements.

Technocamps will retain personal information for 10 years, in accordance with the requirements of individual project funders.

Who receives your information?

Under the UK Shared Prosperity projects, if requested in samples of evidence from the relevant local authorities of Neath Port Talbot and Swansea, your personal data will be shared with:
- Neath Port Talbot CBC,
  Civic Centre,
  Port Talbot,
  SA13 1PJ
  
  Or if you are a participant in our operation funded by Swansea Council:
  
  Swansea Council,
  Civic Centre,
  Oystermouth Road,
  Swansea,
  SA1 3SN
Under the WEFO ESF Technocamps 2 operation which ended in 2022, your personal data is shared with the Welsh Government European Funding Office:
- Welsh Government Offices,
  Cathays Park,
  Cardiff,
  CF10 3NQ
  
  The information is strictly controlled by them as the Controller. Technocamps is the data processor in this case and subject to their policy.
  
  Please see their privacy notice of WEFO as the controller of the Programme.[4]
  
  The data that is processed by Technocamps is as per their requirements in their database: https://gov.wales/docs/wefo/publications/170524-esf-participants-database.pdf
  
  We process this data on their behalf and it is kept privately in a secure database managed by Swansea University.
  
  All other data is summarised and used as a management tool to inform future programmes. It is reported in summary form to Welsh Government and Medr and the University for continued support of the programmes.

Website Cookies

Our use of cookies

The website uses necessary cookies to make the site www.technocamps.com work. We also have an option to set optional analytical cookies to improve the site. Optional cookies are not set unless enabled by the user on entering the site. Enabling analytical cookies will set a cookie on the accessing device which will enable the device to remember the user’s preferences.

Necessary Cookies

Necessary cookies enable core functionality such as security, network management and accessibility. These cookies may be disabled by changing your browser settings. However, this may affect how the website functions.

Analytical cookies

Analytical cookies are activated by a question on entry to the website via a toggle switch (on /off).

The analytics cookie helps with the improvement of the website by collecting and reporting information on how the site is used. The cookies collect information in a way that does not directly identify the user. The site uses Google Analytics, a web analytics service provided by Google, Inc. Google Analytics sets a cookie in order to evaluate your use of the site and compile reports for us on the activity of the site.

Social Media Accounts

The website is also linked to the following social media accounts, Twitter, Facebook and LinkedIn. Data is stored via the platforms and each analytic tool is used in accordance with the platforms’ policy and rights set by the user of the platform. Analytics on these platforms are only used in line with our data purpose above.

What are your rights

You have a number of rights in relation to your personal data, as follows. However, not all the rights apply in all circumstances.

The right to be informed – this privacy notice sets out what information is collected and with whom who it will be shared.
The right of access – you have a right to access the personal information we hold about you.
The right to rectification – you have the right to have any inaccurate information rectified or completed if it is incomplete. You can make this request verbally or in writing.
The right to erasure – You can make this request verbally or in writing.
The right to restrict processing – this right only applies where you are contesting the accuracy of the data; the data has been unlawfully processed or if you have objected to processing and we are considering your case.
The right to portability – This right allows an individual to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability.
The right to object. You have the right to object to processing of your personal data in certain circumstances and have an absolute right to stop your data being used for direct marketing.
Rights in relation to automated decision making and profiling – we will not undertake any automated decision-making so this right does not apply.

For more information, please refer to: https://ico.org.uk/your-data-matters/

If you have any concerns about the use of data for these purposes or would like a copy of the data we hold about you, requests should be made in writing to the University Data Protection Officer:

University Compliance Officer (FOI/DP) Vice-Chancellor’s
Office Swansea University
Singleton Park
Swansea SA2 8PP

Email: dataprotection@swansea.ac.uk

Technocamps Data Collection

Technocamps Data Collection

The table below is a list of data collected by Technocamps for which Technocamps is the Data Controller.

Technocamps will also collect additional data as part of the Technocamps 2 operation as the Data Processor. The list of data
collected is governed by the privacy notice of WEFO and can be found here. We hold the data on their behalf as processor on
a secure database managed by ISS, Swansea University.

Function	Data Type	Data Detail	Individuals concerned	Lawful Basis	Retention purpose	Shared with third party
Finance	Payroll Information	Payslips, expenses	Staff members	Public Task	Reporting on WEFO/WG/IoC/UKSPF Contract	WEFO - redacted Swansea Council Neath Port Talbot Council
HR docs	HR Information	Job Description, Contract, Job Advert	Staff members	Public Task	Reporting on WEFO/WG/IoC/UKSPF Contract	WEFO - redacted Swansea Council Neath Port Talbot Council
Marketing	General School Data	Name of School, Address, Location, email, Tel no	School administration	Legitimate Interest	To communicate for operational activity
	Stakeholders' data	Name, email address, Employer	Stakeholders	Consent	To communicate for operational activity	Mailchimp / Eventbrite
	Event Data	Name, email address, job title, telephone no, Employer, Sector	Guests, Exhibitors, Attendees, Visitors	Public Task	To record operational activity To monitor sign ups and take bookings for workshops/events For issuing certificates of participation For site security if required	Technocamps Team UKSPF Technocamps Team/ Amelia Booking System Eventbrite/ Amelia Booking System Swansea University
Delivery	Ambassador list	Name, Email Address, Mobile Telephone number	Students	Legitimate Interest	To communicate for operational activity	Technocamps Team Members for operational information only
Admin	Out of School Parents	Name, email, Telephoneno	Parents	Legitimate Interest	To communicate for operational activity	Technocamps Team Members for operational information only
Admin	School Teachers information	Name, email, Telephoneno	Teachers	Legitimate Interest	To communicate for operational activity	Technocamps Team Members for operational information only
ProjectManagement	Steering Group Data	Name, email address, job, Employer	Steering Group member	Legitimate Interest	To communicate for operational activity	Technocamps Team Members for operational information only