Make Happen Privacy Notice
Make Happen is part of the National Collaborative Outreach Project (NCOP) which is a partnership project funded by the Office for Students (OfS). NCOP – and Make Happen – focus their work on local areas where fewer young people with good GCSE results go on to Higher Education than you’d expect.
Make Happen works across Essex to support young people in areas where not many people go on to University. It provides a range of events and activities to help young people understand more about their options so they can make informed decisions about their future education.
Make Happen collect information so that it can:
- Plan and manage activities;
- Monitor participation in activities;
- Evaluate and report on the effectiveness and impact of the activities to evidence where activities have increased the number of young people going to higher education.
The Office for Students requires Make Happen to give evidence that the work that it does is making a difference. To do this, Make Happen keeps a record of events and activities that individuals attend to see which of those people goes on to further study.
We collect data about students, parents and teachers who take part in our activities. For students and parents this includes name, date of birth, postcode, school or college and email address. For teachers we collect information about job role and contact information.
We won’t use the information you give us to contact you with marketing (promoting our activities) without your permission, and we never share your information with other organisations for marketing purposes.
What is Make Happens lawful basis for collecting your data for its Widening Participation programme?
For planning and managing activities, monitoring participation, and evaluating and reporting on impact, Make Happen uses the legitimate interests of itself and others, including the OfS. For promoting events to you (marketing) we will always ask for your consent. We will also use consent where activities are over a long period of time or have a residential nature.
What information we collect:
We collect your name, date of birth, postcode, school or college and email when you take part in our activities. For some activities, where it is relevant and where OfS require it, we may also collect your ethnicity.
We gather information directly from your school or college, and the sharing is always governed by a data sharing agreement between Make Happen and your school or college. When you take part in one of our activities we may also ask you about any health or other issues, including food preferences that you have. We need to know these so that we can provide the right support and keep you safe.
How we store and protect your data:
The University of Essex is the lead institution for Make Happen and sets the data protection and information security policies that Make Happen uses. Further information can be found at www.essex.ac.uk.
Make Happen uses the Higher Education Access Tracker (HEAT), a national database, to store the information we collect on people who take part in our programme. This database is where we store details on the activities you participate in as part of Make Happen.
Your data is always stored inside the EEA.
How we share your data:
Sometimes we need to share data from HEAT with the Office for Students (OfS), the Higher Education Statistics Agency (HESA) or the University and Colleges Admissions Service (UCAS). We also share with the partners of Make Happen (www.makehappen.org) and HEAT (https://heat.ac.uk).
We may provide your school/college with details of which activities you have attended over the course of an academic year.
How long we keep your data for:
We keep your data in HEAT for up to ten years from the point of your last activity. This is so we can look at the long term impact of Make Happen activities and to see whether young people who take part are any more likely to go on to Higher Education. It is also to comply with the requirements that the Office for Students has set out for the NCOP programmes.
Data recorded in HEAT will be held securely for the duration of the longitudinal programme and anonymised according to anonymisation protocols as appropriate by the HEAT Service. The Information Commissioner’s Office (https://ico.org.uk) has approved HEAT’s retention schedule which shows how long information is kept for. You can read the data privacy information for HEAT on their website (https://heat.ac.uk).
How can you access your data:
You have the right to ask for a copy of any information Make Happen holds about you. If you would like to see this information please contact the Data Protection Officer at the University of Essex. 01206 874853, firstname.lastname@example.org.
If you have questions about how your data is being used, or about any of your other data rights, contact the Data Protection Officer at the University of Essex, 01206 874853, email@example.com.
If you are unsatisfied with the way the University has processed your personal data, or have any questions or concerns about your data please contact firstname.lastname@example.org. If we are not able to resolve the issue to your satisfaction, you have the right to apply to the Information Commissioner’s Office (ICO). They can be contacted at https://ico.org.uk.
Changes to this notice:
We keep our privacy notices under regular review. This privacy notice was last updated in August 2019.