Privacy notice: Medicine Summer School

This privacy notice tells you what to expect us to do with your personal information when you join the Medicine Summer School at the University of Central Lancashire (UCLan) . Personal information (or personal data) is any information which relates to and identifies you. Data protection legislation (the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA)) set out how we should handle your personal information.

The University of Central Lancashire Higher Education Corporation is the controller for the personal information we process, unless otherwise stated. We are registered with the Information Commissioner’s Office and our registration number is Z5512420.

There are many ways you can contact us, including by phone, email, social media and post. 

You can contact the Medicine Summer School Team via email.

UCLan’s Information Governance Manager & Data Protection Officer can be contacted on via email. Further information and contact details can be found on our data protection webpages.

Our summer school is for those aged 16-18. If you are aged 16 or 17, we will need a parent or guardian to apply for you. UCLan uses the information you (or your parent or guardian) give us on the application form, as well as extra information you/they provide to us separately after you/they have applied and paid for your place on the summer school. We will also use information you give us directly before and during the summer school.

UCLan also collects some information about your parents or guardians, such as emergency contact information and payment information. Parents or guardians give us this themselves at the time they apply and pay for your place on the summer school.

Administration and communication

We use your information to check that you are eligible to attend our summer school and have your own personal health and travel insurance (international students only).

We also use your information to deliver and administer the summer school; to manage any medical or dietary requirements you tell us about; and to investigate and respond to any complaints or disciplinary issues that arise during the summer school, including any matters

which do not comply with the terms of the summer school and require us to contact your parent or guardian to tell them to collect you before the end of the summer school.

If you tell us it is ok, we will also use your information, including your photograph, in marketing materials to advertise and promote the summer school in the future. We will collect your consent using a separate form.

We will use your information to communicate with you about the summer school programme. If you agree, we will also use your information to send you information about applying for UCLan’s MBBS programme once you have completed the summer school.

Security and crime prevention

UCLan operates a CCTV system for security and crime prevention purposes, which includes the use of body worn video devices. The CCTV system covers University buildings (inside and outside) and public areas across our campuses. Your images are likely to be captured by the CCTV system while you are on, in, or near University premises. CCTV footage will be used to maintain the security of the University community, enhance public safety, prevent and detect crime and apprehend and prosecute offenders. CCTV footage may be used, where there is a lawful basis, in the investigation of complaints and allegations made under the University’s rules, regulations, procedures and codes of practice. Further information is available in our CCTV privacy notice.

The University will also use your information to carry out welfare checks, maintain a safe environment around the University campus and University accommodation and investigate complaints or concerns.

Monitoring, compliance and research

We will use your information to ensure and monitor our compliance with legislation including laws relating to equality, health and safety and immigration. We will also use your information to monitor our compliance with regulatory requirements set by external agencies.

Your information will also be used for research purposes, including research by UCLan staff for planning and development purposes, and UCLan researchers for the purposes of academic research.

The University relies on the following lawful bases from the UK GDPR to process information about you for the purposes set out in this notice:

Article 6(1)(b), which allows us to process personal data when it is necessary for the performance of a contract, or for steps taken with a view to entering into a contract . When you apply for our summer school, you are seeking to enter into a contract with us. When you accept and pay for your place on the summer school, you enter into a contract with us (the summer school contract). Under your summer school contract, we deliver and administer the summer school, monitor compliance with the summer school terms and code of conduct, communicate with you and deliver facilities and services, among other things. We require you to provide any information we reasonably request for these purposes otherwise we cannot deliver your summer school contract.

Article 6(1)(c), which allows us to process personal data when it is necessary to comply with a legal obligation. We are legally required to monitor compliance with laws relating to immigration (e.g. visas) and equality, among other things.

Article 6(1)(e), which allows us to process personal data where it is necessary to perform a task in the public interest. Research; some monitoring and internal reporting; and auditing are carried out as part of our public tasks.

Article 6(1)(f), which allows us to process personal data where it is in our, or someone else’s, legitimate interests to do so and it does not unduly prejudice your rights and freedoms. We rely on this condition to, among other things:

• communicate marketing messages to you (unless you opt out). It is in the University’s legitimate interests to promote its services, courses and events to those who may be
• provide a security service and CCTV monitoring. It is in the interests of the University community and the general public to make UCLan a safe and secure place to live and
• produce some internal reports, research and It is in our legitimate interests to use these to evaluate, plan and assess how the University is operating and make any changes we think are appropriate and will benefit current and future students.

We also process some information only if you provide your consent. In this case, Article 6(1)(a) applies, and Article 9(2)(a) applies where the information is special category data (special category data is information about your race, ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data used for ID purposes, health, sex life or sexual orientation). It will be clear where we are relying on your consent to collect and use your information because consent will be requested at the time you provide the information. When you are asked for consent, we will explain why we are asking for the information and how we will use it if you choose to provide it. Consent can be withdrawn at any time and we will explain how you can do this in each individual case.

Where we process special category data and data about criminal convictions for the purposes set out in this notice, we rely on the following additional lawful bases from the UK GDPR and DPA:

Article 9(2)(g) UK GDPR, which allows us to process special category data if the processing is necessary in the substantial public interest and there is a basis to do so in law. The law which allows us to rely on Article 9(2)(g) is section 10 DPA by virtue of Schedule 1 DPA, which also provides the lawful basis for processing data about criminal convictions. The specific conditions from Schedule 1 DPA on which we rely for this type of processing are as follows:

• Schedule 1(6), which allows us to process special category data and/or data about criminal convictions to comply with a statutory or legal function. Such functions include the duties set out in the Equality Act 2010 and the requirement to comply with the registration conditions imposed on us by the Office for Students under the Higher Education and Research Act
• Schedule 1(8), which allows us to process special category data to monitor equality of opportunity or treatment.
• Schedule 1(10), which allows us to process special category data and/or data about criminal convictions to prevent or detect unlawful acts.
• Schedule 1(18), which allows us to process special category data and/or data about criminal convictions to safeguard individuals at risk and children.

When processing special category data or data about criminal convictions in reliance on the above conditions from Schedule 1 DPA the University must have an appropriate policy document. Read our policy on data protection: processing special category data and criminal convictions data.

Article 9(2)(j) UK GDPR, which allows us to process special category data for archiving, scientific or historical research purposes or statistical purposes, where there is a basis to do so in law. The law which allows us to rely on this basis is section 10 DPA by virtue of Schedule 1(4) DPA. We may also rely on Schedule 1(4) DPA if we process personal data relating to criminal convictions for archiving, research or statistical purposes.

We share your information with a small number of external organisations and bodies, some of which are processing personal data on our behalf. We only share your personal data with another person or organisation where the law allows us to and we consider it to be appropriate under the circumstances. The external parties we will share information with include the following:

• Organisations that run activities so we can take you on trips and activities as part of the summer school, and the organisations can manage health and safety requirements.
• University insurers: information, including accident forms, is shared with our insurers to provide insurance cover and to enable us to make insurance
• Parents or guardians and emergency contacts in the event there is a breach of the summer school terms and we must notify them so they can collect you early; or there is an emergency situation that they must be informed of.
• Internal and external auditors to provide assurance that the University is following its risk management, governance and internal control processes and to independently inspect our financial statements and records.
• Companies or organisations acting on our behalf: We use processors who are third parties who provide elements of services for us, such as those who produce certificates on our behalf. We have contracts in place with our processors. This means that they cannot do anything with your personal information unless we have instructed them to do They will hold it securely and retain it for the period we instruct.
• Government agencies and authorities, including the police and DWP for the prevention and detection of crime, apprehension and prosecution of offenders, the collection of tax or duty and safeguarding national security, among other things.
• Executive agencies or non-departmental public bodies such as UK Visas and Immigration, HM Revenue and Customs and the Health and Safety Executive.

Occasionally we may need to send your personal information outside the UK and/or the European Economic Area (EEA) e.g. to communicate with you, your parent or guardian; or obtain a service from a processor. These transfers are usually carried out with your consent or because they are necessary for us to deliver your summer school contract. All transfers are carried out with appropriate safeguards in place to protect your information and ensure it remains secure. For example, we share information on the basis of the UK International Data Transfer Agreement or UK International Data Transfer Addendum when we share information with processors based outside the EEA. A copy of these Agreements can be obtained from UCLan on request.

If you apply or your parent or guardian applies on your behalf but your application is not successful or has to be cancelled because you do not meet the eligibility criteria, or your application is cancelled without being eligible for a refund, we will keep your information for two years.

Following your attendance at the summer school, we will keep your information for six years. If you agree to appear in our marketing and publicity material, we will keep your information for the time period specified on the photo consent form, which you will be given a copy of after you have signed it.

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. Further information about each of these rights can be found on the Information Commissioner’s Office website. To make a request to exercise any of these rights, please contact the Information Governance Manager & Data Protection Officer via email.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. For further information or to make a request, please see the data protection pages of our website.

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing

You have the right to object to any processing we carry out, if we carry it out on the basis that it forms part of our public task or is in our legitimate interests. You also have the right to object to your personal information being used for direct marketing purposes.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information because we have your consent or because it is necessary for your summer school contract, and the processing is automated.

We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact the Medicine Summer School team, or the Information Governance Manager & Data Protection Officer, and we will respond.

If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioner’s Office, which is the UK supervisory authority for data protection. Further information can be found on the data protection pages of our website.