Scenario Stem Summer School Team is committed to protecting the privacy and security of your personal information.
This privacy notice sets out how we collect and use your personal information when you apply to or participate in one of our programmes, activities, events or webinars, undertake voluntary or paid casual work with us or request any of our other services.
Privacy Statement
To manage its operations effectively, provide services to you, and meet certain legal requirements, we need to collect, record, store, use, share, retain and destroy (this is known as ‘processing’) your personal data. Over your time with us, we will collect and process a number of different types of personal data, We will collect this information from your directly, via forms, The personal data shared will only be that which is necessary for the purposes to the university having measures in place to ensure that data is handled in line with data protection laws.
We use your information in order to keep you up to date on events and news that happen at the University as part of our outreach program. We may contact you by phone or email to inform you of relevant events to offer you the opportunity to hear about initiatives from the University.
Information we hold about you
We may collect and process the following data about you when you apply to or participate in one of our programmes, activities, events or webinars, sign up for our electronic communications, undertake voluntary work with us or request our other services:
Information you give to us
This may include personal details such as:
- name and title
- gender
- date of birth
- address and contact details
- nationality and country of residence
- school/institution or organisation and year group
- details of emergency contacts
For events, programmes and activities we may also collect special categories of data including:
- information about health conditions
- ethnicity
- disabilities
- dietary requirements
- Consent form
*Please note the lists above are not exhaustive. For details of the information we collect for a specific activity, programme or event please refer to the signup form for that particular activity.
Information we collect about you
Individuals who apply to summer school, events and activities may be asked to provide us with information about their parents/guardians, carers or teachers prior to participating on a programme or at an event.
For parents and guardians, this may include:
- Name and title
- School details
- Email address
- Telephone numbers(s)
- Relationship to applicant
For teachers, this may include:
- Name and title
- Work email address
- Work telephone number
- School/organisation
- Position/job role
- Relationship to applicant
How we use the information you provide to us
Most commonly, we will use your personal information in the following circumstances:
- Where you have consented to us processing your data in order to provide you with specific information, print or digital materials, or other services you have requested
- Where we need to perform services relating to a contract we have entered into with you
- For application, admission and registration purposes prior to participating on a programme, event or activity
- To deliver and administer our programmes, events and activities and inform you about them
- To ensure your safety and wellbeing during our programmes events and activities
- For the administration of the summer school activities
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Usually this will include:
- For internal record keeping
- To monitor and evaluate the effectiveness of our programmes, activities, events and marketing materials through research, statistical analysis and surveys
- To monitor and evaluate trends in applications to Scenario through statistical analysis
- To monitor and evaluate the effectiveness of our electronic communications through statistical analysis
- To take photographs, audio and video footage at our events, activities, and programmes for use in the summer school digital and printed promotional materials, communications, publications and social media sites.
If you do not want us to use you data in this way you can opt out of these at the point which we collect your data.
Special categories of data
In some cases we may need to process sensitive personal information that you have provided or we have collected about you.
We will only collect sensitive personal information outlined earlier in this privacy notice and for the reasons below:
- You consent to us processing this data to for application, admission and registration purposes prior to participating on a programme, event or activity
- You consent to us processing this data to ensure your safety and wellbeing during our programmes, events and activities
- For reporting and evaluation purposes where there is substantial public interest based on our agenda to widen participation in higher education
Who we share your information with
We will only share your information where we have a legal basis to do so. Any data shared with third parties as described below will be used by the third party organisation for the purpose of monitoring and evaluation in line with this notice, or to help evaluate the effectiveness of our outreach activities, events and programmes as part of government policy to widen participation in higher education, and to develop future policy:
- NERC
- STEM Learning
- University of Reading
- University of Surrey
How long we keep your information for
We are required to only keep your information for as long as is necessary.
Any personal data processed for medical purposes or as emergency contact details will be retained until the conclusion of the programme.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.
We may also notify you in other ways from time to time about the processing of your personal information.
Last updated: April 2024