Student Knowledge Exchange Privacy Notice

Who are we and what is the purpose of the project? 
Keele University and The University of Birmingham have won a grant from the Office for Students to help boost placement/enterprise opportunities for local students in the region. The project is called ‘Student Knowledge Exchange Re-imagined’ and we will work closely with employers in the region to help them recruit locally to their placement opportunities and diversify their workforce.

Key to the project is improving the employment outcomes of students from disadvantaged backgrounds, particularly students who are the first in their family to go to university, students in receipt of university bursaries and those with disabilities. Findings will help identify how the higher education sector can successfully engage in and measure student knowledge exchange.

Keele University is the lead partner and data controller and will report to the Office for Students and inform the HE sector on the outcomes of this project.

What personal data are we collecting?
When you participate, you provide the project with: 

  • Name  

  • Date of birth  

  • University  

  • Year of study  

  • Programme of study  

  • Student ID number  

  • Home postcode  

  • Gender  

  • Family background in Higher Education and working life  

  • Eligibility for free school meals prior to higher education study  

  • Any time spent in local authority care, data on estrangement or time spent as a carer  

  • Your engagement with the project  

  • Other information on the student record system  

  • Contact details  

  • Feedback 

The above data is processed on the lawful basis of Art 6(1)(e); necessary for a task carried out in the public interest.

  • Ethnicity  

  • Health/disability data  

These two categories of data are processed on the lawful basis of Art 6(1)(c); legal obligation, and the additional lawful basis of Art 9(2)(j); necessary for research purposes.

How will we use it?
This project aims to develop your knowledge, confidence, skills/competencies so that you are better prepared for the workplace and for what local industry demands.  We will offer a range of opportunities, with the goal of leading to higher level graduate employment or further study for those that study in the region.

We will use your personal data to:  

  • Deliver services and facilities to you as part of the Student Knowledge Exchange Re-imagined Project across partner universities;

  • Communicate effectively with you including the distribution of relevant newsletters and invitations to take part in other careers and employability related activities;

  • Monitor and report on how students are accessing our services, plan for future courses and activities, and plan/provide help or reasonable adjustments. 

  • Analyse equality of opportunity as part of research into successful engagement within the higher education sector

Who will your personal data be shared with?
Your data will be securely shared between Keele and The University of Birmingham and with external organisations where it is necessary for the purposes set out above and as permitted or required by law,  including the following:  

  • The providers of any external or collaborative learning and training placements or fieldwork opportunities (and we will explain to you what, how and when this will be shared when we collect the data from you);  

  • Non-identifiable data will be shared with the project funders i.e. Office for Students and other relevant Higher Education bodies;  

  • Relevant organisation(s) if you enter a programme where it is a requirement (e.g. as part of work experience);  

We will never sell your data to a third party.

How long is your data kept?
Your data will be retained for the current academic year + 6 years if your engagement involves a payment of any kind. Otherwise, your data will be kept for the current academic year + 5 years.

Your Rights
You have a number of rights with regards to how we process your information including access, correction, restriction and objection.

Full details of these rights and how to exercise them can be found here.

Data Protection Officer
We have appointed a Data Protection Officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this notice or how we handle your personal information, please contact the DPO. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

DPO contact details:
ICO contact details:

Changes to this Privacy Notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.