1. Using your personal information
CCEN is committed to protecting the rights of registered users in line with Data Protection legislation, namely the UK General Data Protection Regulation (GDPR), and the Data Protection Act 2018 (DPA18).
This document provides an explanation of why we collect personal data as part of the CCEN operation, how we process it and the steps we take to ensure data security at all stages. All data collected through the operation is processed and stored in accordance with the UK GDPR and the DPA18.
2. Data which is collected and processed by CCEN
2a. Data for the delivery of the programme
We collect the following personal information about you to enable the delivery of the programme support to you and to enable participation in events and activities:
Health information such as dietary or accessibility requirements when attending events;
Contact details of your next of kin and GP, and any medical conditions, if attending overnight residential events for safety purposes;
Behaviours, competencies and interests to best adapt the delivery of training to your circumstances and challenges faced at an individual or organisational level.
2b. Data for research
To maximise the impact of the operation for the participant individuals, organisations and networks and beyond at regional and national level, we will carry out and publish research around the programme methodology, outcomes and impacts. This may involve collecting certain demographic data about participants such as: gender, ethnicity, academic achievement, geographical base. Any published data will be anonymised. Participation in the research will be optional. All research will follow Cardiff Met Research Integrity policies, including obtaining consent for the research from the Universities’ Research Ethics Review Committees.
2c. Data for direct marketing
Information may be collected in the interests of providing you with an opportunity to benefit from the operation’s delivery and research programme. This is to enable us to inform you about the activities we can offer and our events, to learn about similar engagement activities across the Universities such as funding training programmes or graduate placements, or to keep in touch with those organisations with whom we have collaborated. Therefore, the following information may be collected, stored and used or otherwise processed by CCEN:
Name and contact details of individuals who make enquiries to the CCEN team via telephone, email or the webpage and/or who self-register for events and/or newsletters;
Name and contact details of named individuals within participating organisations with whom we make contact by telephone, email or post where appropriate;
Data including registration documentation for events, seminars etc;
Photographs and video footage taken during CCEN related events for official use. Participants will be informed when photographs and/or video footage are taken during events. Where an image clearly identifies an individual and constitutes personal data, informed consent will be obtained from the relevant participant/s before its release.
3. Why do we collect personal information and how do we use it?
We collect your personal information for the following reasons:
To evaluate eligibility for CCEN support according to funding compliance requirements;
To monitor and evaluate projects at operation management and governance boards and as part of the operation’s external evaluation so as to assess the effectiveness of working practices, delivery of projects and project outputs and impacts in line with funding requirements;
To report to Cardiff Council for regulatory operation monitoring, claim and audit purposes. This body may also use your data for the purposes of research, evaluation and verification regarding Financial Support from the UK Community Renewal Fund. This may involve linking participants’ personal data collected as part of this operation with other personal data held on participants by other organisations – this will only be done for research and evaluation purposes;
To maximize the impact of the project by carrying out research that will deliver broader societal benefits;
To keep in touch and provide optimal support, informing you of CCEN news, event and highlights that could benefit you or your organisation and promoting the operation;
To deliver optimal training and support to you; and
For health and safety reasons on attendance at residential events.
4. Who receives your personal information?
Information is made available to personnel requiring access in limited circumstances for the reasons outlined above. These include:
Operation and University delivery and administrative staff;
The operation governance and management boards;
External advisors and consultants directly engaged with the operation, including third party evaluators we appoint to undertake an evaluation of the operation as required by the funders
In some circumstances, images or video footage may be released on our operation website, Cardiff Met University website, social media platforms and/or via press release. Where an image or footage constitutes personal data, you will be informed of this and your consent for media release will be obtained.
5. How your personal information is stored?
Data Protection legislation requires us 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 or all of your information will be authorised to do so. Information about you in electronic form will be subject to password protection and other security restrictions, while paper files will be stored in secure areas with controlled access.
6. How long will your information be held?
The data will be held for the duration of the CCEN operation and for a reasonable period of time upon its conclusion to comply with regulatory audit and document retention requirements, at least until 31 December 2026. Information held for research and archiving purposes may be kept beyond this period and in line with GDPR Article 89 safeguards.
7. What are your rights?
You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase and to restrict your personal information (please note, however, that exercising these rights may compromise your ability to participate due to the operation’s contractual funding constraints).
In the case of direct marketing, you have an absolute right to object to processing for this purpose.
For more information about your rights, please see: Individual rights | ICO
Cardiff Metropolitan University's Data Protection Officer is Mr Sean Weaver. He can be contacted via email at email@example.com.
Cardiff Metropolitan University's Data Protection and Records Management policies are a statement of the University's commitment to comply with data protection law.
If you are unhappy with the way in which your personal information has been processed, you may in the first instance contact the University Data Protection Officer using the contact details above.
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
8. Your responsibilities
Please advise us of any changes to your name, address, contact details as soon as practically possible so that we can amend our records accordingly.
9. Consequences of not providing your information
The consequence of not providing your information when necessary is likely to affect your eligibility for the programme and our ability to enter into a contract with you to provide services.
11. Freedom of Information Act
Cardiff Metropolitan University is a designated public authority for the purposes of the Freedom of Information Act 2000 and Environmental Information Regulations 2004 and is therefore subject to receiving requests for recorded information. Freedom of Information or Environmental Information requests will be responded to in line with the provisions of the relevant legislation.