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)
Taith is the data controller for the programme with Cardiff University and contracted third parties being the data processor where appropriate.
Our privacy notice
To help you understand how your personal data is being processed Taith has set out in its data protection notice 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:
Privacy policy
Mailing list
When you sign up to our mailing list, the category of personal data that we will be using for this service is:
- Email address
Register of interest – International partners
When you register your interest as an international partner on behalf of your organisation, the categories of personal data that we will be using for this service are:
- Name
- Name of organisation
- Country
- Sector
- Project theme(s) of interest
- Type of organisation that you are interested in partnering with
- Contact email address
Funding applications/funded projects
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 legal representative for the organisation making the application
- Position of the legal representative for the organisation making the application
- Name of the Chief Financial Officer or equivalent for the organisation making the application
- Email address of the Chief Financial Officer or equivalent for the organisation making the application
- Telephone number of the Chief Financial Officer or equivalent for the organisation making the application
- Position of the Chief Financial Officer or equivalent for the organisation making the application
Grant assessor applications
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)
Participants of funded projects
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 e.g., 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 e.g., 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.We collect data on individuals for the following main reasons:
- To be able to communicate with applicants regarding their application.
- To process applications.
- To establish suitability for funding.
- To communicate with and support funded projects.
- 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.
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.
- 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.
- 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.
- The participant information is visually checked and transferred from the online forms into the secure online database.
- 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.
- 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.
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.
Paper records are held in secure office and electronic records 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
- ILEP Ltd Board members
- Advisory board members
- Taith champions (where permission is given)
- Members of the public through the Taith website, where relevant
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. Organisations, including Bluestag.co.uk, processing personal data on behalf of the programme are bound by a Data Processing Agreement which will outline their obligation to process personal data in accordance with all Data Protection legislation.
Personal data relating to applications and funded projects is held by Jotforms.com. Jotforms will process and hold data within the EU and Jotforms may transfer your data outside of the EEA. Organisations, including Jotforms, processing personal data on behalf of the programme are bound by a Data Processing Agreement which will outline their obligation to process personal data in accordance with all Data Protection legislation.
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.
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/or 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.
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
Taith
Unit 5a Spark
Cardiff
CF24 4HQEmail: 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
