Taith Privacy Policy

Taith is an international learning exchange programme established to create life-changing opportunities for people in Wales to learn, study and volunteer all over the world.

We embed an international approach into every level of our education system. Taith is for people in every part of Wales, and in every type of education setting. The sectors eligible for funding are:

• Schools
• Youth
• Adult Education
• Further Education and Vocational Education and Training
• Higher Education (covering Education and Research)

Our privacy notices

To help you understand how your personal data is being processed Taith has set out in its data protection notices what information it holds, why it is required, the legal basis for processing and who that data may be passed to. You can also find out how your information is secured and how long it will be retained. Our notices:

• Read the privacy policy for funding applicants
• Read the privacy policy for grant assessor applicants
• Read the privacy policy for participants

Privacy policy for funding applicants

Nature of personal data

When you make an application for funding on behalf of your organisation, the categories of personal data that we will be using for this service are:

• Name of the person making the application
• Email address of the person making the application
• Telephone number of the person making application
• Position of the person making the application
• Name of the legal representative for the organisation making the application
• Email address of the legal representative for the organisation making the application
• Telephone number of the person making application
• Position of the person making the application

When you sign up to our mailing list, the categories of your personal data that we will use are:

• First name and last name
• Email address

Why do we collect this information?

We collect data on individuals for the following main reasons:

• For the purposes of monitoring which allows us to:
  • fulfil compulsory external reporting requirements to regulatory bodies such as the Welsh Government, Higher Education Funding Council for Wales (HEFCW) as required to comply with the Taith Grant Funding Terms and Conditions
  • 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 Taith activities.
• For the purposes of research and evaluation which helps us to assess the effectiveness of different initiatives on widening participation to higher education. This includes the long-term tracking of participants’ education journeys, to identify how many Taith participants go on to study on an exchange programme.
• Identify participants who belong to groups, which are under-represented in education and to ensure that people from these groups are given priority access to other widening participation activities. For further information on this please see www.hefcw.ac.uk/policy_areas/widening_access/reaching_wider_initiative.aspx
• 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.
• To send relevant and necessary information regarding forthcoming activities as well as marketing communications.

What is the legal basis for processing the data?

The legal basis for processing applications to participate in the Exchange Programme and to receive Grant funding is Performance of a Contract.

Encouraging wider participation in education in Wales and promoting Wales and Welsh Culture is a key component of the Welsh Government’s education policy and is represented in the University’s civic mission. Taith processes personal data as it is necessary for it to perform a task in the public interest and for its official functions.

The legal basis for processing special category data is on the basis that it is in the substantial public interest and is necessary for statistical purposes to monitor equality of opportunity in accordance with the Equality Act 2010.

The legal basis for processing the use of photographs and marketing communications is Consent.

We do not process any data without explicit consent from the parent/guardian for children aged 16 and under who are still in compulsory education.

How will Taith process the data?

1. Taith will use information collected to provide you with information about Taith and to send you marketing materials about available opportunities where you have opted in to receive such communications.
2. The Taith Team may use this information to create a database of expressions of interest to receive grant funding and to participate in exchange programmes, which will be stored on a secure university server. Access to this information is restricted to Taith and Cardiff University members of staff and third parties contracted to deliver activities.
3. The participant information is visually checked and transferred from the online forms into the secure online database.
4. For the purposes of monitoring and research, compulsory data may be processed by a third party under contract to the University or ILEP Ltd, including HEAT (Higher Education Access Tracker) and UCAS to enable long-term tracking of participants’ educational journey into Higher Education.
5. All internal and external reporting which utilises the collected data, does so in an aggregated fashion, meaning that only totals are shown, so individuals’ data is never disclosed within a report.

How long will Taith retain the information?

We will retain participants’ data in accordance with Welsh Government requirements for a minimum of 12 years from the end of the funding period of 2027 and will destroy personal data as soon as Welsh Government instruct us to do so.

In summary: paper copies of information will be retained for one complete academic year after the activity took place. For example for an event that took place 20 November 2014 the forms would be reviewed and permanently deleted on 31 August 2016.

Electronic records are held on a secure online database for a period of 12 years after an event, with data reviewed annually on 31 August.

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.

Who will your personal data be shared with outside of Taith?

If you have indicated you consent to receive marketing material, personal data will also be shared with Blue Stag a marketing company who will be supporting, the establishment of the Taith website and may send marketing communications on behalf of Taith.

Personal Data will be shared with relevant educational providers to facilitate your application to participate in an exchange programme with that educational provider.

Statistical and anonymised data will also be shared with:

• Welsh Government
• Universities Wales
• ColegauCymru,
• Council for Wales of Voluntary Youth Services
• Local Authorities Principal Youth Officers Group
• Welsh Local Government Association/Association of Directors of Education in Wales
• Wales Higher Education Brussels
• NUS Wales
• The Welsh Youth Parliament
• Higher Education Funding Council Wales and its successor
• The Global Wales Partnership

Is personal data transferred outside of the EU?

Personal data (name, email address,) is held by Bluestag.co.uk, Mailchimp will process and hold data within the EU and Google may transfer your data outside of the EEA.

What are my rights?

Under the GDPR you have rights relating to your personal data which could include: to object to the processing of your personal information, to access, to rectify, to erase, to restrict and to port your personal information. For further information please refer to https://www.cardiff.ac.uk/public-information/policies-and-procedures/data-protection/your-data-protection-rights

Please contact enquiries@taith.wales to make the request.

Security of data

Data protection legislation requires Taith 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 of your information will be authorised to do so. All personal data which is stored electronically will be subject to password and other security restrictions, while paper files will be stored in secure areas with controlled access.

Some processing of data may be undertaken on the behalf of Taith by an organisation contracted for that purpose. Organisations processing personal data on behalf of the programme will be bound by a Data Processing Agreement which will outline their obligation to process personal data in accordance with all Data Protection legislation.

How do I complain?

If you are unhappy with the way in which your personal data has been processed you may in the first instance contact:

ILEP Ltd Data Protection Officer
Cardiff University
McKenzie House
30-36 Newport Road
Cardiff
CF24 0DE

Email: enquiries@taith.wales

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
www.ico.org.uk

Privacy policy for Grant Assessors

Nature of personal data

When you make an application to be a grants assessor, the categories of personal data that we will be using for this service are:

• Name 
• Email address 
• Telephone number 
• Contact address 
• Bank details (successful applicants only)

Why do we collect this information?

We collect data on individuals for the following main reasons:

• For the purposes of monitoring which allows us to:
  • fulfil compulsory external reporting requirements to regulatory bodies such as the Welsh Government, Higher Education Funding Council for Wales (HEFCW) as required to comply with the Taith Grant Funding Terms and Conditions
  • 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 Taith activities.
• For the purposes of research and evaluation which helps us to assess the effectiveness of different initiatives on widening participation to higher education. This includes the long-term tracking of participants’ education journeys, to identify how many Taith participants go on to study on an exchange programme.
• Identify participants who belong to groups, which are under-represented in education and to ensure that people from these groups are given priority access to other widening participation activities. For further information on this please see www.hefcw.ac.uk/policy_areas/widening_access/reaching_wider_initiative.aspx
• 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.
• To send relevant and necessary information regarding forthcoming activities as well as marketing communications.

What is the legal basis for processing the data?

The legal basis for processing applications to participate in the Exchange Programme and to receive Grant funding is Performance of a Contract.

Encouraging wider participation in education in Wales and promoting Wales and Welsh Culture is a key component of the Welsh Government’s education policy and is represented in the University’s civic mission. Taith processes personal data as it is necessary for it to perform a task in the public interest and for its official functions.

The legal basis for processing special category data is on the basis that it is in the substantial public interest and is necessary for statistical purposes to monitor equality of opportunity in accordance with the Equality Act 2010.

The legal basis for processing the use of photographs and marketing communications is Consent.

We do not process any data without explicit consent from the parent/guardian for children aged 16 and under who are still in compulsory education.

Encouraging wider participation in education in Wales and promoting Wales and Welsh Culture is a key component of the Welsh Government’s education policy and is represented in the University’s civic mission. Taith processes personal data as it is necessary for it to perform a task in the public interest and for its official functions.

The legal basis for processing special category data is on the basis that it is in the substantial public interest and is necessary for statistical purposes to monitor equality of opportunity in accordance with the Equality Act 2010.

The legal basis for processing the use of photographs and marketing communications is Consent.

How will Taith process the data?

1. Taith will use information collected to provide you with information about Taith and to send you marketing materials about available opportunities where you have opted in to receive such communications.
2. The Taith Team may use this information to create a database of expressions of interest to receive grant funding and to participate in exchange programmes, which will be stored on a secure university server. Access to this information is restricted to Taith and Cardiff University members of staff and third parties contracted to deliver activities.
3. The participant information is visually checked and transferred from the online forms into the secure online database.
4. For the purposes of monitoring and research, compulsory data may be processed by a third party under contract to the University or ILEP Ltd, including HEAT (Higher Education Access Tracker) and UCAS to enable long-term tracking of participants’ educational journey into Higher Education.
5. All internal and external reporting which utilises the collected data, does so in an aggregated fashion, meaning that only totals are shown, so individuals’ data is never disclosed within a report.

How long will Taith retain the information?

We will retain participants’ data in accordance with Welsh Government requirements for a minimum of 12 years from the end of the funding period of 2027 and will destroy personal data as soon as Welsh Government instruct us to do so.

In summary: paper copies of information will be retained for one complete academic year after the activity took place. For example for an event that took place 20 November 2014 the forms would be reviewed and permanently deleted on 31 August 2016.

Electronic records are held on a secure online database for a period of 12 years after an event, with data reviewed annually on 31 August.

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.

Who will your personal data be shared with outside of Taith?

If you have indicated you consent to receive marketing material, personal data will also be shared with Blue Stag a marketing company who will be supporting, the establishment of the Taith website and may send marketing communications on behalf of Taith.

Personal Data will be shared with relevant educational providers to facilitate your application to participate in an exchange programme with that educational provider.

Statistical and anonymised data will also be shared with:

• Welsh Government
• Universities Wales
• ColegauCymru,
• Council for Wales of Voluntary Youth Services
• Local Authorities Principal Youth Officers Group
• Welsh Local Government Association/Association of Directors of Education in Wales
• Wales Higher Education Brussels
• NUS Wales
• The Welsh Youth Parliament
• Higher Education Funding Council Wales and its successor
• The Global Wales Partnership

Is personal data transferred outside of the EU?

Personal data (name, email address,) is held by Bluestag.co.uk, Mailchimp will process and hold data within the EU and Google may transfer your data outside of the EEA.

What are my rights?

Under the GDPR you have rights relating to your personal data which could include: to object to the processing of your personal information, to access, to rectify, to erase, to restrict and to port your personal information. For further information please refer to https://www.cardiff.ac.uk/public-information/policies-and-procedures/data-protection/your-data-protection-rights

Please contact enquiries@taith.wales to make the request.

Security of data

Data protection legislation requires Taith 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 of your information will be authorised to do so. All personal data which is stored electronically will be subject to password and other security restrictions, while paper files will be stored in secure areas with controlled access.

Some processing of data may be undertaken on the behalf of Taith by an organisation contracted for that purpose. Organisations processing personal data on behalf of the programme will be bound by a Data Processing Agreement which will outline their obligation to process personal data in accordance with all Data Protection legislation.

How do I complain?

If you are unhappy with the way in which your personal data has been processed you may in the first instance contact:

ILEP Ltd Data Protection Officer
Cardiff University
McKenzie House
30-36 Newport Road
Cardiff
CF24 0DE

Email: enquiries@taith.wales

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
www.ico.org.uk

Privacy policy for Participants

What information does Taith collect about participants?

We collect the following compulsory pieces of information for all participants who take part in our exchange activities.

• Name
• Date of birth
• Email address
• Home address and postcode
• Emergency contacts and telephone numbers
• Year group
• School/college name
• Educational Attainment
• Medical condition or disabilities¹
• Special arrangement requirements eg access requirements or cultural needs

We also request optional information about:

• Photographs and films consent – during events we may take and publish photographs and films to be used for marketing purposes such as on our website, in our newsletter or within social media accounts
• Whether a participant/parent/guardian would like to receive marketing communication from Taith and Cardiff University about other relevant activities
• Language preference
• Whether in receipt of free school meals²
• Asylum seeker status³
• Whether the participant’s parent(s) or brothers and sisters went to university²
• whether the participant has experience of being in the care system³
• Gender¹
• Ethnicity.¹

For Incoming or Outgoing Exchange Study Placement

Taith require additional and reconfirmation of compulsory information when taking part in exchange activities so that staff and third parties delivering on behalf of Taith, can provide appropriate support and ensure the health and safety of all participants and staff. These include:

• Emergency contact and telephone numbers
• In-country address and contact phone number
• Special arrangement requirements eg access requirements or cultural needs
• Allergies/dietary requirements.
• Medical condition or disabilities¹
• Medical arrangements
• Medication taken
• Gender
• Institution of study (Home and Exchange)
• Course of Exchange Study
• Financial information relating to eligibility for grant funding
• Passport and Visa details
• Criminal convictions (to the extent necessary to comply with exchange partners admission policy and or as required for visa compliance)

¹Disability, gender and ethnicity information will not be shared with third parties but will be used in an anonymous form for research connected to the programme.
²Free school meal and knowledge of relatives attending university is not essential but allows us to report on the number of participants who are potentially the first in their family to go to university
³Asylum seeker status and experience of the care system is not essential, but it allows us to report on under-represented groups and to provide priority access to some events. It will not be shared with third parties but will be used in an anonymous form for research connected to the programme.

Why do we collect this information?

We collect data on individuals for the following main reasons:

• For the purposes of monitoring which allows us to:
  • fulfil compulsory external reporting requirements to regulatory bodies such as the Welsh Government, Higher Education Funding Council for Wales (HEFCW) as required to comply with the Taith Grant Funding Terms and Conditions
  • 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 Taith activities.
• For the purposes of research and evaluation which helps us to assess the effectiveness of different initiatives on widening participation to higher education. This includes the long-term tracking of participants’ education journeys, to identify how many Taith participants go on to study on an exchange programme.
• Identify participants who belong to groups, which are under-represented in education and to ensure that people from these groups are given priority access to other widening participation activities. For further information on this please see www.hefcw.ac.uk/policy_areas/widening_access/reaching_wider_initiative.aspx
• 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.
• To send relevant and necessary information regarding forthcoming activities as well as marketing communications.

What is the legal basis for processing the data?

The legal basis for processing applications to participate in the Exchange Programme and to receive Grant funding is Performance of a Contract.

Encouraging wider participation in education in Wales and promoting Wales and Welsh Culture is a key component of the Welsh Government’s education policy and is represented in the University’s civic mission. Taith processes personal data as it is necessary for it to perform a task in the public interest and for its official functions.

The legal basis for processing special category data is on the basis that it is in the substantial public interest and is necessary for statistical purposes to monitor equality of opportunity in accordance with the Equality Act 2010.

The legal basis for processing the use of photographs and marketing communications is Consent.

We do not process any data without explicit consent from the parent/guardian for children aged 16 and under who are still in compulsory education.

How will Taith process the data?

1. Taith will use information collected to provide you with information about Taith and to send you marketing materials about available opportunities where you have opted in to receive such communications.
2. The Taith Team may use this information to create a database of expressions of interest to receive grant funding and to participate in exchange programmes, which will be stored on a secure university server. Access to this information is restricted to Taith and Cardiff University members of staff and third parties contracted to deliver activities.
3. The participant information is visually checked and transferred from the online forms into the secure online database.
4. For the purposes of monitoring and research, compulsory data may be processed by a third party under contract to the University or ILEP Ltd, including HEAT (Higher Education Access Tracker) and UCAS to enable long-term tracking of participants’ educational journey into Higher Education.
5. All internal and external reporting which utilises the collected data, does so in an aggregated fashion, meaning that only totals are shown, so individuals’ data is never disclosed within a report.

How long will Taith retain the information?

We will retain participants’ data in accordance with Welsh Government requirements for a minimum of 12 years from the end of the funding period of 2027 and will destroy personal data as soon as Welsh Government instruct us to do so.

In summary: paper copies of information will be retained for one complete academic year after the activity took place. For example for an event that took place 20 November 2014 the forms would be reviewed and permanently deleted on 31 August 2016.

Electronic records are held on a secure online database for a period of 12 years after an event, with data reviewed annually on 31 August.

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.

Who will your personal data be shared with outside of  Taith?

If you have indicated you consent to receive marketing material, personal data will also be shared with Blue Stag a marketing company who will be supporting, the establishment of the Taith website and may send marketing communications on behalf of Taith.

Personal Data will be shared with relevant educational providers to facilitate your application to participate in an exchange programme with that educational provider.

Statistical and anonymised data will also be shared with:

• Welsh Government
• Universities Wales
• ColegauCymru,
• Council for Wales of Voluntary Youth Services
• Local Authorities Principal Youth Officers Group
• Welsh Local Government Association/Association of Directors of Education in Wales
• Wales Higher Education Brussels
• NUS Wales
• The Welsh Youth Parliament
• Higher Education Funding Council Wales and its successor
• The Global Wales Partnership

Is personal data transferred outside of the EU?

Personal data (name, email address,) is held by Bluestag.co.uk, Mailchimp will process and hold data within the EU and Google may transfer your data outside of the EEA.

What are my rights?

Under the GDPR you have rights relating to your personal data which could include: to object to the processing of your personal information, to access, to rectify, to erase, to restrict and to port your personal information. For further information please refer to https://www.cardiff.ac.uk/public-information/policies-and-procedures/data-protection/your-data-protection-rights

Please contact enquiries@taith.wales to make the request.

Security of data

Data protection legislation requires Taith 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 of your information will be authorised to do so. All personal data which is stored electronically will be subject to password and other security restrictions, while paper files will be stored in secure areas with controlled access.

Some processing of data may be undertaken on the behalf of Taith by an organisation contracted for that purpose. Organisations processing personal data on behalf of the programme will be bound by a Data Processing Agreement which will outline their obligation to process personal data in accordance with all Data Protection legislation.

How do I complain?

If you are unhappy with the way in which your personal data has been processed you may in the first instance contact:

ILEP Ltd Data Protection Officer
Cardiff University
McKenzie House
30-36 Newport Road
Cardiff
CF24 0DE

Email: enquiries@taith.wales

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
www.ico.org.uk