Access All Aber - Privacy Statement

We obtain your personal data directly from you. To assist us in assessing your eligibility and suitability for the Access All Aber residential programme you are required to complete an online application form. 

For young people under the age of 16 we will always collect parental consent from the school. 

There is a maximum of 100 places available for Access All Aber, therefore we need to assess your application to determine your eligibility based on our own WP criteria. Participants for Access All Aber will be chosen based on how many of our WP criteria they fulfil. We also ask for your personal data: 

1. For the purposes of monitoring which allows the AU WP Team to:  

• fulfil compulsory external reporting requirements to regulatory bodies such as the Higher Education Funding Council for Wales (HEFCW).  
• provide a clear picture of the activities we deliver and the people we work with.  
• ensure that we are reaching those that could benefit most from outreach activities.  

2. For the purposes of research and evaluation which helps us to assess the effectiveness of different initiatives on widening participation in Higher Education. This includes the anonymous long-term tracking of participants’ education journeys, to identify how many Access All Aber participants go on to study at university.  

3. To identify participants who belong to groups, which are under-represented in Higher Education and to ensure that people from these groups are given priority access to AU WP activities.  

4. To ensure the health and safety and well-being of all participants in our programmes and to assist with pastoral and welfare needs e.g. ensuring that we are aware of medical conditions and disabilities.  

5. To send relevant and necessary information regarding forthcoming activities as well as marketing communications.  

We collect the following information for all participants who take part in our activities, this helps the AU WP Team demonstrate that our activities are engaging young people from backgrounds that are currently under-represented in Higher Education.  

• Name  
• Contact details  
• Date of birth  
• Gender  
• Address & home postcode 
• Ethnicity  
• Disability  
• Free school meals or Educational Maintenance Allowance eligibility  
• Whether the student is living in care or has in the past  
• Whether the student is a carer of a family member or dependent  
• Whether the student’s parent(s) or siblings went to university  
• Prior Educational Achievement  
• Which Educational establishments the student has attended
• Refugee or sanctuary seeker status 
• Whether the student is estranged from their family 

If your application is successful, then we will send a second form to collect the following information to ensure your health and safety whilst staying with us during Access All Aber -  

• Dietary Requirements 
• Cultural requirements  
• Emergency contact details  
• Allergies  
• Medical arrangements  
• Medication taken  

The work that Aberystwyth University carries out to promote wider engagement and participation in higher education is carried out in the public interest (Art. 6(1)(e) UK GDPR). 

 To make sure we provide equality of opportunity and meet Welsh Government requirements in terms of Widening Participation we’ll ask you for information such as your ethnicity, postcode.  

We’ll collect contact information from you such as name, and email address to hopefully enter into a contract with you (Article 6(1)(b) UK GDPR). 

We’ll ask you for what is called Special Category Data such as ethnicity. You will always have the option to prefer not to say, although this may impact our ability to assess your eligibility and may in turn harm your likelihood of being accepted. 

The legal basis for processing special category data is on the basis that it is in the substantial public interest and is necessary for statutory purposes to promote equality of opportunity in accordance with the Equality Act (Art. 9(2)(g) UK GDPR).

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.   

Your data may be shared with third-party service providers, but only for the tracking of your progress into higher education, communicating with you about AU WP initiatives and conducting research on the age range, geographical location and subject(s) of interest of those interested in engaging with the AU WP Team.  

Your personal data is securely stored on University’s systems.  

Electronic records are held on our CRM database for a period of 6 years after an event, with data reviewed annually on 31st August.  

We want to store your data for this length of time to track your progress into Higher Education. We want to see whether you attend Higher Education institutions and whether you graduate to measure the impact of Access All Aber on its participants.  

Data shared/linked with third parties for research purposes will remain within the third-party databases for the lifetime of the third parties’ projects, as individuals are no longer identifiable.  

We will keep information from unsuccessful applications until the end of Access All Aber. We will keep them until the end of the programme in case we choose to accept an application that we have previously rejected. Once the programme has ended, all information pertaining to unsuccessful applications will be deleted.  

You have a right to access your personal information, to rectify, to object, to restrict processing and to the portability of your personal information. 

 Please visit the University Data Protection webpages for further information in relation to your rights.  

If you wish to exercise any of your rights, contact accessall@aber.ac.uk.