Camden Summer University is provided by the London Borough of Camden (which we refer to as "Camden" in the rest of this document). Camden will collect certain information from you in order to process your application for the Summer University and to provide the course to you if your application is successful. Camden is known as the "data controller" which means that we are responsible for taking care of the information that you give to us. There are laws in place to make sure that organisations handle data properly: the Data Protection Act 2018 and the EU General Data Protection Regulation. We've referred to these laws as "Data Protection Legislation" in the rest of this document.
Camden's Data Protection Officer is called Andrew Maughan and he has overall responsibility for data protection in Camden. If you have any questions or concerns about how your information is being handled at Camden, please do not hesitate to contact his office by writing to the address below, or emailing: dpo@camden.gov.uk
London Borough of Camden,
Judd Street
London.
WC1H 9JE
020 7974 4444
If you would like more information about Data Protection, the law and good practice please see the Information Commissioner's web site who are the statutory governing body for England and Wales www.ico.org.uk.
What is this privacy policy?
This privacy policy explains how Camden collects, uses and shares your information and the rights that you have over how we deal with it.
How we collect your information
We may collect your personal information in a number of ways, for example:
- when you contact us to ask for information
- from the information you give to us when you apply for a course
- from third parties (for example, your school)
What type of information do we collect about you?
We will need you to give us the following information so that you can set up an account:
- your name and contact details such as address, email, telephone number
- your date of birth
- the name of the school that you attend
- Health information
- Parent / Guardian contact details
- Ethnic origin
- Eligibility for free school meals
When you apply for a course, we may collect other information to find out if you are eligible to attend a course and to allow us to make arrangements for you to attend a course. This may include information such as whether you are eligible for pupil premiums or whether your parents have been in further education. If a course provider needs this information then we will ask you on your application form.
How will we use the information that you provide to us (what is the purpose?):
The information that you provide to us may be used in some or all of the following ways:
- assessing whether you are eligible to attend a course
- contacting you in relation to your enquiry or application
- making arrangements for you to attend the course
- keeping records of student attendance
- safeguarding
- monitoring equal opportunities
- ensuring student's safety and security
- preventing and detecting crime;
- other administrative purposes, including:
- carrying out research and statistical analysis;
- letting you know about next year's programme;
- dealing with grievances and disciplinary actions;
- dealing with complaints and enquiries.
The legal basis for processing your information and how we use it:
Under data protection law, we need to have a lawful reason for processing your information. For the purposes of accessing Camden Summer University, the lawful basis that we rely on is that Camden needs to process your information in order to perform a contract with you or to take steps at your request before entering into a contract. This means that if you provide information to Camden because you would like to find out about attending one of our courses or you make an application, then we need to process your information to try and make that happen.
We need your name, home address, school address, date of birth, gender, disability and parental consent in order to make sure you are eligible to attend a course. Some course providers (like Central St Martins and Royal Academy of Dramatic Arts) offer places to young people who meet certain criteria, for example; based on ethnicity, if you are eligible for free school meals, you are or have been in local authority care, or you are a young carer, or have a disability affecting your studies or if your parents have not been through further education so in some cases, we may need information on these things. . We need your email address as we do not send communications by post. We need your health and medical information and parental mobile number for health and safety reasons in case of a medical emergency if you attend one of our courses. We ask for information about your ethnicity for monitoring equality and diversity but you do not have to provide this.
Will we share data with anyone else?
Camden will disclose your name, date of birth and emergency contact details to the people running the courses and the tutors before you attend the course just in case they need it if there is a medical emergency, an emergency evacuation or another emergency or if your parents need to be contacted.
We may share your details with the Youth Offending Service if it is necessary to ensure your safety and the safety of others on the course.
We also undertake general data matching or data sharing in certain areas for the prevention or detection of crime, you can find out more information on that here.
Is there a possibility that data will be transferred outside of the EU?
We will not transfer your Personal Data outside the EU/EEA.
The criteria used to decide the retention period
We hold your data for two years after you complete your course in order to forward external accreditation to you and to maintain any photo and film consent that you may have given to us to allow your images to be used in publicity materials. After two years, we will archive your data in your Summer University account which you will be able to access until you are no longer eligible to attend the programme or if you ask us to delete your information (whichever happens first). You will be asked to create a password log in to manage this account.
Your Data Subject Rights
Under data protection law, you have certain rights. These are:
- the right to request a copy of the information we hold about you;
- the right to ask us to rectify, erase or restrict processing of your data;
- the right to ask for data portability;
- the right to object to automated decision making; and
- if we are relying on consent, you have the right to withdraw consent at any time.
There are some exemptions to these rights which means that in certain situations, these rights are not available. Please see our website here and the ICO website here for more information. To exercise these rights please use our web form here.
The right to lodge a complaint with a supervisory authority:
You can complain to the Information Commissioner's Office if you are unhappy with how the council has handled your personal data. It would be helpful if you contacted us first at dpo@camden.gov.uk to see if we can resolve the problem. You can contact the ICO at casework@ico.org.uk telephone 0303 123 1113, or post to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Automated decision Making and Profiling.
We are not using automated Decision Making or profiling to process your Personal Data.
For further information on how Camden deals with personal information across the Council, please see the Corporate Privacy Policy: www.camden.gov.uk/privacystatement
Camden will systematically review this statement.