Joint Privacy Notice/Statement

University of South Wales (USW) & University of Wales Trinity Saint David (UWTSD) are the joint data controllers and are committed to protecting the rights of students in line with the UK Data Protection Act 2018 (DPA) and the United Kingdom General Data Protection Regulation ( UK GDPR).

USW and UWTSD are working together in relation to the Community Upskilling Project, collaboratively creating a free basic digital literacy course to help develop digital skills, aimed at people with little or no experience in digital literacy.

Both USW & UWTSD have Data Protection Officers who can be contacted for UWTSD @ foi@uwtsd.ac.uk, and for USW @dataprotection@southwales.ac.uk.

This statement explains how the Universities handle and use your personal information during the Project. USW & UWTSD are committed to protecting your information and being transparent about what information is held.

USW & UWTSD have data protection policies in place which can be found at https://www.uwtsd.ac.uk/media/uwtsd-website/contentassets/documents/strategies-policies/2.0-Data-Protection-Policy-reviewedapproved-12.05.20i.pdf

Data Protection | University of South Wales

What information we collect?

USW & UWTSD will be collecting the following personal information in relation to the Project – name, contact details, date of birth, address, highest level of qualification and information relating to individual requirements.

This information is collected in order:

To enable you to have access to learning materials held on the digital learning platform
To produce management statistics and to conduct research into the effectiveness of the deliverables in the Project as well as produce statistics for statutory purposes.
For Higher Education Funding Council for Wales (HEFCW) purposes – USW & UWTSD are required to send some of the information which we collect about students to HEFCW for reporting this information will not have names but will contain demographic information. Please see HEFCW Privacy Notice - HEFCW

Legal basis for processing your information

When you enrol as a USW/UWTSD student, the University will be required to collect, store, use and otherwise process information about you for any purposes connected with teaching, support, research, administration, your health and safety and for other reasons deemed necessary for the performance of your contractual agreement with the University. We will also use your information for certain purposes after you cease to be student. See GDPR Article 6(1)(b).
Processing of your personal data is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the University (see GDPR Article 6(1)(e)) and for statistical and research purposes (see GDPR Article 89).

Who receives your information?

Where necessary, any personal information regarding the Project will be shared internally with other departments in each University. In certain circumstances, USW may use the services of a third party to process data on its behalf.

Any organisation processing personal data on behalf of USW and UWTSD will be bound by obligations to process personal data in accordance with data protection legislation. Personal information is protected by the Universities and information will not be disclosed to third parties without consent, or as permitted by law.

This section outlines the major organisations and the most common circumstances in which we disclose information about students in relation to the Project. Where this involves international transfer, information will only be transferred if it meets the conditions set down under current Data Protection legislation.

The Higher Education Funding Council Wales (HEFCW) in line with our statutory responsibilities.
D2L which is supporting the UWTSD niversity of Wales Trinity Saint David and the University of South Wales in the delivery of the Digital Me open access programme, by providing a configured Brightspace platform for hosting the courses and content.
Where necessary personal information will be shared internally with individuals who need access to the information for operational purposes. Such sharing will be subject to confidentiality protocols and access restrictions.

How long will your information be held?

USW & UWTSD will retain your personal information in line with the respective University Records Retention Policy.

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. Some processing may be undertaken on the University’s behalf by an organisation, D2L, contracted for that purpose. Organisations processing personal data on the University’s behalf will be bound by an obligation to process personal data in accordance with Data Protection legislation

What are your rights?

You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information. If you have provided consent to USW and UWTSD to process any of your data then you also have a right to withdraw that consent. Any requests or objections should be made in writing to the University Data Protection Officer at Data Protection Officer, University of Wales Trinity Saint David, Swansea Business School, High Street, Swansea, SA1 1NE. Email: foi@uwtsd.ac.uk Tel: 01792 481000 or for USW University Secretary’s Office,University of South Wales,Pontypridd,CF37 1DL Email: dataprotection@southwales.ac.uk.

How to make a complaint

If you are unhappy with the way in which your personal information has been processed you may in the first instance contact the respective University Data Protection Officers using the contact details above.

If you remain dissatisfied then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at: - Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Website: www.ico.org.uk