Widening Participation Data Privacy Notice top header background image

Widening Participation Data Privacy Notice

This Notice explains how Leeds Arts University will collect and use your personal data which it processes for Widening Participation activities. This policy outlines what information we hold and how we use it. Leeds Arts University is committed to looking after any personal information you provide us in accordance with Data Protection Legislation, including the UK General Data Protection Regulations (GDPR) as amended, the EU GDPR and the Data Protection Act.

Throughout this Notice, “University” "we", "our" and "us" refers to Leeds Arts University and "you" and “your” refers to those expressing an interest in becoming a participant of a widening participation activity, those who participate in our Widening Participation activities, and those who later become a registered student at the University. When we use your data we are known as the data controller for that data.

Where do we get your personal data from?

We obtain your personal data from the following sources:

  • When you sign up to, and participate in, one of our Widening Participation activities

  • When your teacher provides us with anonymised data as part of you participating in one of our Widening Participation activities

  • When you participate in one of our research and evaluation activities for our Widening Participation programme, which may include:

  1. Live in-person interviews with you

  2. Live virtual interviews with you

  3. Online surveys

  4. Paper-based surveys

What personal data do we hold?
  • Biographical information consisting of your name, birth date, ethnicity and gender

  1. Your contact details including address, email address and phone number

  2. Information on whether:

  3. You have a disability and/or special medical conditions

  4. You have been in care

  5. You are or have been eligible for free school meals in the last six years

  6. You are a young carer or have caring responsibilities

  7. You are an asylum seeker or refugee

  8. Your family has served in the Armed Forces

  9. You are estranged from your family

  • Responses to any surveys that you have submitted

  • Courses or programmes you are interested in or have enrolled on/studied

  • Records of communications sent to you by the University or received from you

  • Information relating to your engagement and progress within our programmes

  • The name of the school you attend and your year group

  • Whether you give consent for images of your work created during our programmes to appear on our platforms (e.g., University website, in future Widening Participation promotional materials, social media – Twitter and Instagram, for University evaluation purposes or none of these)

  • Whether you are happy to be contacted after the activity ends for further feedback

  • Your consent to take part in our programme

  • Your parent/guardian/carer’s name (if applicable) and their phone number and e-mail address

  • Interview answers you provide if we invite you for an interview to help evaluate the Widening Participation activities (we may also record these interviews)

  • Whether you are currently studying toward a 16-18 qualification in a creative subject

Will we send your data to third party organisations?

We do not sell or otherwise transfer personal data to any third parties unless you have consented to this or this is permitted by law, such as the legal requirement to send student data to governmental bodies such as Jisc, the Education and Skills Funding Agency (for the ILR), the Office for Standards in Education (Ofsted), the Office for Students (OfS) and/or UK Visas and Immigration (UKVI).

When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service. This includes the third party provider we use to send you voluntary surveys.

Occasionally we may need to send your personal data outside of the UK. Where this is the case, we will ensure that adequate levels of protection are in place to ensure the security of the transfer. Adequacy regulations in the UK currently apply to countries in the European Economic Area and countries covered by existing European Union adequacy decisions. Where these regulations do not apply, additional safeguards will be put in place for any necessary restricted transfer of your personal data.

How will we communicate with you?

Once you are enrolled on a programme with Leeds Arts University, our widening participation staff on the Progression team will communicate with you via email.

We may use third party processor communication platforms to share information which could include your personal data. This will only ever to be to facilitate the University’s standard processing activities in instances where it is necessary for us to do so.

Your rights as a data subject

Data Protection Legislation gives you a number of rights to protect your personal data and its use. You have the right to:

  • Withdraw consent where that is the lawful basis of our processing

  • Access your personal data that we process and obtain a copy of your data in a commonly used electronic format

  • Rectify inaccuracies in personal data that we hold about you

  • Be forgotten. This means that in certain circumstances you can request that your details be removed from systems that we use to process your personal data

  • Restrict the processing of your personal data in certain circumstances

  • Object to certain processing of your personal data by us

If you would like to express any of these rights you can contact us at dpo@leeds-art.ac.uk. Please see ico.org.uk for further information on the above rights.

How can I complain?

You can contact the Data Protection Officer for any complaints at dpo@leeds-art.ac.uk.

You can also lodge a complaint with the Information Commissioner’s Office. They can be contacted via their website, or at:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

ICO website: ico.org.uk/concerns

Lawful basis for processing your data under Data Protection Legislation & retention periods

We will only keep your information for as long as is necessary for us to fulfil the purposes we collected it for, including satisfying any legal, accounting or reporting requirements. Sometimes we may anonymise personal information so that you are no longer identifiable by the data. In these cases we may use this information without further notice to you.

We only process your personal data where we have established a legal basis for processing. There are 6 bases for processing that are laid out in data protection legislation, which we use to support our processing of your personal information:


This basis of processed is used if you, or your parent or guardian, provide us with consent to hold your data and communicate with you via a specific method e.g. you give consent for us to contact you following completion of a programme for feedback purposes.

Legal Obligation

This is when processing is necessary to comply with a legal obligation.

Public Interest

This is when processing is necessary for the performance of a task carried in the public interest. Much of the processing we undertake is under this basis, within our capacity as an educational establishment.

Legitimate Interest

This is when processing is necessary for the purposes of the legitimate interest of the University or a third party. For example, we have a legitimate interest in holding alumni information on who studied with us and when.

Vital Interest

This is when processing is necessary for the purpose of protecting the vital interest of yourself or another. Sometimes in extreme circumstances the University will have to release information to protect your interests or the interests of others, for example in a medical emergency.

Because we are also processing your special category information, we require an additional legal basis for processing of this personal data. The special category information that we collect is listed above, but includes your ethnicity and information relating to your health (for example if you have a disability).

We use the following legal bases to process your special category personal data for Widening Participation activities:


If you, or your parent or guardian, give us explicit and specific consent to do so

What about when research is conducted using my data?

Although we ask your permission for the use of your data in any research or any evaluations we conduct on the data collected in Widening Participation activities, this is not the GDPR lawful basis for using your data. Where we are using your data for research or evaluations we do not share it outside of the programme team and use the lawful basis of:

Public Interest

This is when processing is necessary for the performance of a task carried in the public interest. Much of the processing we undertake is under this basis, within our capacity as an educational establishment.

For us to get your permission and inform you that your data will be used in an evaluation or piece of research we are conducting internally our lawful basis will be:

Legitimate Interest

This is when processing is necessary for the purposes of the legitimate interest of the University or a third party. For example, we have a legitimate interest in holding alumni information on who studied with us and when.

When we use your special categories of data and also any protected characteristics of your personal information in an evaluation or research the lawful basis for this shall be:

Archiving, research or statistics

Where processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.

Changes to this Information

We may update this information and we will notify you when we do this where necessary. This document was last updated on 05 June 2023.


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