Astrophoria Foundation Year Student Welfare - Privacy Notice

The Astrophoria Foundation Year is committed to protecting the privacy and security of personal data. 

This notice explains what Welfare information the Astrophoria Foundation Year holds about you, how we use it internally, how we share it, how long we keep it and what your legal rights are in relation to it. 

This notice should be read in combination with the Astrophoria Foundation Year’s Information Security Compliance Statement, available on our website. 

The type of personal information we collect 

The Astrophoria Foundation Year currently collects and processes the following information with respect to student welfare: 

• Personal identifiers, contacts and characteristics (for example, full name and contact details).

• When you book a meeting through the booking page, the Astrophoria Foundation Year collects your name, email address and any information that you write in the notes box. 

• If you have contact with the Welfare Lead (either face-to-face, telephone or email contact), we record summary notes on a secure database.  Welfare concerns raised by other members of staff are also logged in the database.

• Where students have completed evaluations relating to a group/workshop that they have attended as part of the provision of welfare by the Astrophoria Foundation Year.

How we get the personal information and why we have it 

Most of the personal information we process is provided to us directly by you for the following reason: 

• To enable us to provide welfare support and advice to you. 

We access information such as your telephone number, address, date of birth, emergency contact details and any disability information you have shared with the University through e-Vision on a strictly need to know basis. 

How we use the information that we have been given 

We use the information that you have given us to: 

• Book appointments

• Send you information related to welfare and relevant services 

• Ensure that we provide high quality care and ongoing support as appropriate 

• Investigate concerns or formal complains 

All information that we have about a student is held in confidence. 

The Astrophoria Foundation Year endorses the University’s policy on confidentiality in student health and welfare, as set out in a document authored by the University’s Committee on Student Health and Welfare, available as a PDF on the University website.

The Astrophoria Foundation Year recognises the same practical and legal obligations as set out in the University document.  

We will not share your personal information with third parties for marketing purposes.

The Astrophoria Foundation Year recognises protected characteristics, as set out in law. We also recognise that Gender Identity holds the same status as protected characteristics within the Astrophoria Foundation Year.

Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for processing personal information is as part of a contractual obligation: for the performance of our contract with you. 

How we store your personal information 

Your information is securely stored in an encrypted database.  We keep personal information (contact information, meeting notes) for a period of 6 years from the end of your time on the Astrophoria Foundation Year.  We will then dispose of your information by deleting your student record on our database. 

Information collected through Microsoft Bookings (for example, when you book an appointment), will be kept for 6 months, after which it will be automatically deleted. 

Your data protection rights 

• Your right of access - You have the right to ask us for copies of your personal information.

• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

• 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 personal information in certain circumstances. 

• Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at webmaster@conted.ox.ac.uk  if you wish to make a request. 

How to complain 

If you have any concerns about our use of your personal information, you can make a complaint to us at data.protection@admin.ox.ac.uk.   

If you wish to raise any queries or concerns about this privacy policy please contact us at webmaster@conted.ox.ac.uk or c/o Webmaster, Rewley House, 1 Wellington Square, Oxford OX1 2JA. 

You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s address: 

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

Helpline number: 0303 123 1113 

ICO website: https://www.ico.org.uk