Technocamps Privacy Policy

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.

As the programme is led from Swansea University, we use Swansea University’s Data Protection Policy[1] and Privacy notices[2] 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 General Data Protection Act 2018, the General Data Protection Regulation (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 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. 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 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).  This data is collected with explicit consent from the parent/guardian/teacher or, where over 13, the individual.

How will your information be used?

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

  • 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.

 For our participants

Consent

We only collect the information required legally by our funders and will obtain consent from participants to collect the data required. For participants that would like further information on our programmes we also ask for consent to store their information and to keep them informed.

Withdrawal of Consent

The GDPR provides individuals with the right to withdraw consent where the Data Controller has relied upon Consent to process personal data as its legal basis. To withdraw your consent, please contact info@technocamps.com.

For our Stakeholders

Legitimate Interest

We collect information from our Steering group and from the public to be able to provide up to date and relevant information on our programmes and to keep these groups/individuals informed of the latest developments and interesting supporting initiatives. All our programmes currently are fully funded and we want to ensure that up to date and relevant information is provided to our stakeholders.

Data Collection and Storage

Information is stored electronically within a secure, username and password protected system managed by the Information Services and Systems (ISS) of Swansea University.

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. We will keep ESF documents for 10 years after the final ESF claim as per their guidance on document retention[3]. We will review the accuracy and integrity of all other data held, updating information outside the WEFO contract on an annual basis, with deletion of records no longer required.

Who receives your information?

Under the WEFO ESF Technocamps 2 operation, 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 HEFCW 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.

  1. The right to be informed – this privacy notice sets out what information is collected and with whom who it will be shared.
  2. The right of access – you have a right to access the personal information we hold about you.
  3. 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.
  4. The right to erasure – You can make this request verbally or in writing.
  5. 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.
  6. 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.
  7. 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.
  8. 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:

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

Email: ataprotection@swansea.ac.uk

Complaints

If you are unhappy about the way in which your personal data is being used or processed, or if you have any issue with the accuracy of the information, you can contact the University Data Protection Officer using the details above.

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

Contract

WEFO

redacted

HR docs

HR Information

Job

Description,

Contract, Job Advert

Staff members

Public Task

Reporting on

WEFO/WG/IoC

Contract

WEFO

redacted

Marketing

General School Data

Name of School,

Address,

Location, email, Tel no

School administration

Legitimate Interest

To communicate for operational activity

Mailchimp

Specific

Teacher information

Name of

Teacher, email, Tel no

Teachers

Consent

Marketing and communications

Mailchimp

Stakeholders' data

Name, email address, job

title,

telephone no, Employer

Stakeholders

Legitimate Interest

To communicate for operational activity

Mailchimp

Event Data

Name, email address, job

title,

telephone no,

Employer, Sector

Guests,

Exhibitors,

Attendees, Visitors

Consent

•               To record operational activity

•               For issuing certificates of participation •     For site security if required

Technocamps Team

Members for operational

information only/

Eventbrite

Women's

Network list

Women's network

member

(Name, Email Address,

Women's network

Consent

Marketing of future events,

Engagement as Role model

Mailchimp / Eventbrite

   

Mobile

Telephone number)

       

Delivery

Ambassador list

Student

Ambassador

Details

(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

Parents'

Details

(Name, email,

Telephone

no)

Parents

Legitimate Interest

To communicate for operational activity

Technocamps Team

Members for operational

information only

School

Teachers information

Teachers' details

(Name, email,

Telephone

no)

Teachers

Legitimate Interest

To communicate for operational activity

Technocamps Team

Members for operational

information only

Project

Management

Steering Group Data

Name, email address, job

title,

telephone no, Employer

Steering Group member

Legitimate Interest

To communicate for operational activity

Technocamps Team

Members for operational

information only

[1] https://www.swansea.ac.uk/about-us/compliance/data-protection/data-protection-policy/

[2] https://www.swansea.ac.uk/privacyandcookies

  https://www.swansea.ac.uk/media/Third-Parties-and-Visitors-Privacy-Notice.pdf

[3] https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/832230/ESF_Doc ument_Retention_Guidance.pdf

[4] https://gov.wales/sites/default/files/publications/2019-06/wefo-online-privacy-notice.pdf