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The Armitage Foundation Privacy Policy

Privacy notice for participants in Armitage Foundation programmes

The Armitage Foundation programmes are run in partnership with universities and conducted within schools.

This means the information you provide on your application form will be stored by both The Armitage Foundation and the partner university. 

Throughout this policy we use language which can be defined as:

  1. Programmes: The Armitage Foundation programme or activity that you have e.g. Armitage Juniors, Armitage Seniors or Armitage Scholars. 
  2. The Armitage Foundation: references to ‘we’, ‘us’ or ‘our’ means The Armitage Foundation of 93 Onslow Road, Walton on Thames, KT12 5AY We are the data controller for the personal data relating to you that we collect and hold
  3. Partner University: partner universities are hub universities who provide funding and support in the form of Armitage Ambassador

 

1. What we collect

The Armitage Foundation will be what is called the “Controller” of the personal information that you provide to us when you sign up to a programme. This includes collecting your basic personal information and eligibility for our programmes. To see a full list of the data we hold please see “The data we hold” in appendix 1.

2. Why we collect it

We collect and process your data under the legal basis of legitimate interests. We collect and process your data for the following purposes:

  1. Assess your eligibility for the programme, in line with the specified criteria
  2. Evaluate the programme’s effectiveness
  3. Evaluate the long-term impact of your participation in a programme
  4. Evaluate session content and delivery

If you do not provide this data, we will be unable to provide you with the opportunity for taking part in the programme.

3. What we do with your data

All the information you provide will only be used for the delivery or evaluation of the programme unless you give us consent to contact you for other purposes.

What we do

Data categories

Legal basis

We use eligibility, outcome and impact data to produce reports to show who is on our programmes and the effect the programme has had. These reports will always be in aggregate form – we will not say anything in our reports that could identify you as an individual

4, 5, 6, 9, 10

Our legitimate interests are that The Armitage Foundation needs to evidence the reach and effectiveness of its programmes to funders, donors and trustees. As a social mobility charity, The Foundation also aims to demonstrate the impact of its programmes on social mobility over time

We will share your data with evaluation partners and with tracking services. We will have data sharing agreements in place that confirm that those third parties with whom we share your personal information will process your information in compliance with all data protection laws

1, 4, 6

Our legitimate interests are to provide you with the opportunity to gain a place on the programme and ensure we can provide adequate support

We, our evaluation or partner universities, will ask you to complete surveys and will link these to the data you provide in this application

1, 2, 4

Our legitimate interests are that The Armitage Foundation needs to evidence the reach and effectiveness of its programmes to funders, donors and trustees. As a social mobility charity, The Foundation also aims to demonstrate the impact of its programmes on social mobility over time

The Foundation will send you information about additional opportunities with The Armitage Foundation e.g. other programmes, opportunities and Foundation updates

1, 2, 4

We will only contact you with this information if you provide us with explicit consent. You can withdraw consent at any time

The Trust can share your name, date of birth, postcode, school and contact details with university partners for admissions purposes. This includes seeing if you have applied to that university to highlight your eligibility for contextual offers and bursaries

1, 2, 4, 5, 6

We will only contact you with this information if you provide us with explicit consent. You can withdraw consent at any time

We use photographs, film and case studies to demonstrate impact and promote the programme, including reporting to donors, website publications, marketing material, social media and electronic newsletters. Images and case studies may also be shared with the local and national press as part of public relations exercises and press releases

1, 4, 11

We will only collect, store and use your image if you provide us with explicit consent. Consent can be withdrawn at any time

We will share your personal data with the partner university for monitoring, selection and delivery purposes. We will have data sharing agreements in place that confirm that those third parties with whom we share your personal information will process your information in compliance with all data protection laws

1, 2, 3, 4, 5, 6, 7, 8

Our legitimate interests are that the Foundation and partner universities need this information to make application decisions for the programme and ensure that we are providing the right support for you

We monitor your engagement on the programme e.g. sessions attended, use of The Armitage Foundation Online platform (when available)

1,4

Our legitimate interests are to monitor student engagement with the programme so that we can plan activities, ensure programme success and evaluate the programme effectively

3a. Partner universities

To deliver the programme, The Foundation will share your contact details and access needs with other partner universities to deliver the programme. 

Our partner universities may assess your eligibility for the programme using their own systems and may share your data with funding and research bodies to demonstrate the impact and reach of the programme. They are responsible for compliance in storing and processing your data once The Foundation has shared it as they also become a “controller”. They may be in touch to share their own procedures with you.

3b. Impact data

The Foundation will look at where you go to university and what jobs you do in the future. We do this so that we can measure the impact that our programmes have on participants and ensure the programmes are meeting their aims of increasing access to medicine.

Impact data will be collected by partner universities using the Higher Education Access Tracker (HEAT) or our evaluation partners and we will share the following information to access the data sets:

  • Name
  • Date of birth
  • Postcode
  • Programme attended
  • The programme criteria that you meet e.g. free school meal status, school performance, first generation, in care status

 

4. Where we keep it

4a. Your data will be retained, stored confidentially and processed in accordance with the Data Protection Act (1998) and General Data Protection Regulation (2018) principles.

We take the security of your data very seriously and ensure appropriate technical and organisational measures are in place to protect it against unauthorised or unlawful processing, and against accidental loss, destruction or damage. Your data will at a minimum always be password protected and the number of staff who can access this will be restricted to those for whom access is strictly necessary for the relevant processing.

4b.  Third party IT service providers

We store your information on The Armitage Foundation’s shared drive. IT providers will have access to personal information stored on these systems. IT providers will be under contract as a data “Processor”, meaning that they cannot use your data for their own purposes.

5. How long we keep it

The Foundation will store your full application for one academic year following the completion of the programme to respond to queries that may arise during this period. Following this, The Foundation will delete your application but will store the information needed to track your education outcomes, this includes your name, date of birth, school, postcode and contact details to send surveys. We will also keep information on your eligibility for the programme. 

  1. Appendix 1 – data 

Category

Specific data

Basic personal details

Name, date of birth, gender

Contact details

Postcode

Special categories of data

Ethnicity, disability, care status

TAF programme

Which programme(s) you have participated in

Education data

School, GCSE and A Level options, academic performance including flight path based on KS2, predicted end of term/year grades, current working at levels

Programme criteria matches

School, postcode, first generation status, Free School Meal status, in care status, Pupil Premium status

Parent/ guardian information

Name, contact information (email or telephone number) for consent education data, employment data, eligibility for benefits

Teacher/ information

Name, title, work email, reference

Outcome data

Responses to baseline and end of year/ programme surveys as well as session review surveys, focus groups and qualitative data

Media

Photographs, case studies, quotes from social media

Destination data

University enrolment and course

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