King’s College London (“we”, “us”, “our”) run a range of widening participation (WP) programmes with schools, colleges and communities across London and the UK. WP programmes are designed to support fair access and widen participation into higher education (HE). This is part of our commitment as a university to attract and nurture talent regardless of background. It also enables us to meet our statutory obligations in managing our widening participation programmes and reporting on their effectiveness to the Office for Students (OfS).
The information published on this page is intended to supplement the specific information that you have already been given in connection with your engagement with a particular service, facility, event or initiative run by the King’s WP Champion staff leading your programme or event.
You may have been directed here because you are applying for a King’s WP Champion programme or because you have signed up to an event organised by us. To take part in the programme you are applying for and for us to run the programme effectively, we need to process both your personal data such as name and contact details as well as data that is considered more sensitive by the law (known as ‘special category data’), such as disability & ethnicity.
This Privacy Notice tells you about how we handle and share your data as part of delivering WP Champion programmes, including school pupils, current undergraduate or postgraduate students, mentors, and supporters such as teachers, parents/carers. It should be read alongside the university’s other privacy notices.
Who are we?
We are the WP Champions community at King’s College London. This community is open to any staff at King’s who wish to support the university lead on social mobility and address educational equality. WP Champions work in all King’s faculties and run widening participation programmes for prospective students supported by the central Social Mobility & Widening Participation department. If you need to contact us about this privacy notice, please write to the Social Mobility and Widening Participation Department via email@example.com.
Why do we process your personal information?
We process your personal information to:
Identify if school pupils, students, or their supporters such as teachers or parents are eligible for our programmes.
Deliver and administer students’ education and record details of their studies.
Deliver facilities and services to students.
Communicate effectively with students, their carers and teachers, King’s staff and representatives from industry, by post, email and phone.
To enable us to contact others in the event of an emergency.
To ensure we offer contextualised admissions to the right people.
To compile statistics and conduct research for internal and statutory reporting purposes.
To evaluate and report on the effectiveness and impact of our widening participation work, and supporting student transitions through university;
To stay in touch with students as an alumnus/alumna and keep you up to date with news and events.
What is our ‘legal basis for processing’?
Data protection legislation allows us to use your personal information in this way because it is required for our public purpose as a teaching and research institution. Universities are legally required to demonstrate financial integrity and performance accountability, particularly relating to educational outcomes. This means, certain university activities are deemed to be tasks necessarily carried out ‘in the public interest’ (i.e. public task).
The Higher Education and Research Act 2017 outlines, under the Access and Participation section of the Act, the requirements of Access and Participation Plans (APP). Section 32 of the Act obliges institutions to include in their APPs provisions relating to the promotion of equality of opportunity. In summary, the provisions
Require the governing body of the institution to take, or secure the taking of, measures to attract applications from prospective students who are members of groups which, at the time when the plan is approved, are under-represented in higher education.
Set out objectives relating to the promotion of equality of opportunity.
Require the monitoring by the institution of its compliance with the provisions of the plan and its progress in achieving any objectives set out in their APP
Requiring the provision of information to the Office for Student (OfS)
The lawful basis of a task carried out in the public interest enables us to meet our statutory obligation to run programmes and evidence effectiveness of such programmes to funders, education regulators such as (but not limited to) the Office for Students, and central Government.
We sometimes process special category data (sensitive data related to your ethnicity, disability status and sexual orientation to select and target participants). We process this data on the basis of substantial public interest, for the purpose of equality of opportunity or treatment and to meet our statutory obligations.
We also process data in both yours and our legitimate interest to enable us to manage and administer the programmes we offer.
Do you have to provide your personal information and what are the consequences of not doing so?
If you do not provide the requested information, you will not be able to participate on the WP Champions programme you’re applying for. Please note that some special category data may be optional.
What personal data do we collect for individuals taking part in our outreach activities?
We collect the following data from you either directly, from partner organisations or via your schools and/or colleges:
Full name (yours and your emergency contacts)
Date of birth
Home address and postcode
Phone number (yours and your emergency contacts)
Educational qualification or course information
Looked after child/Care leaver status
Young carer status
Estranged status (someone who no longer has the support of their parents, either biological or adopted)
1st generation of HE (whether or not you are the first person in your family to go to/apply to university)
Whether or not your school receives pupil premium (funding to improve educational outcomes for disadvantaged pupils in state-funded schools in England)/or you receive free school meals
Other equal opportunity monitoring information where appropriate
How long do we keep your information for?
For school pupils and UG students: we will keep your information for 15 years from:
The year in which you might be expected to enter HE (e.g. the year when you are 18 on 1st September), or
The date your record was created, or
When you last engaged in outreach activity
(Whichever of these three conditions is most recent)
We keep information for this length of time in order to investigate the longitudinal effect of higher education outreach on participants in terms of social mobility, attainment and their progression and graduate outcomes, including employment.
For emergency contacts, teacher references, parental/carer consent, mentors: we will keep your information for the duration of the programme in order to administer it.
Do we share your information with other organisations or other teams at King’s?
Your personal information will be shared internally within King’s on a need-to-know basis, in compliance with the College’s privacy notices and data protection policy and procedure. Some of the data will only be shared if you progress to a King’s undergraduate degree after successfully completing your WP Champion programme. You can see any external organisations with whom your information is shared with on this data sharing table:
Who data is shared with, or platforms used to process data
To collect information from you as an applicant, so it can be processed
Personal data: Public task Special category data: substantial public interest
All information collected as part of your application and enrolment on to the programme or event. As you complete your application, you will see the data collected. Information processed includes personal and special category data.
Your nominated referee
To verify that the information you provided on your application form is accurate
Your name, educational qualifications, priority group status and eligibility for the programme.
Your School or College
To give updates on your progress on the programme
Information about your participation on the programme
Parents and/or carers
To give updates on your progress on the programme
Information about your participation on the programme
You will be asked to enter the details needed for that specific event. Often this is name, contact details and dietary requirements
To report on the usage & impact of funding provided
You will not be identifiable to funding organisations but your data will be presented to report on the make-up of the cohort and the impact of the programme Aggregated school name, special category data, postcode, first in family, pupil premium or free school meals and evaluation responses
External delivery partner organisations**
To support coordination of WP Champion outreach events or report on the impact of events
Name, email, school name, year of study, course or educational qualification information will be given to these organisations in order for partners to deliver (events, mentoring etc.) as required
HEAT has access to government data sets and will inform us about your progression to higher education, your success in higher education and career paths post-higher education. As well as with its key personnel and the supplier which maintains its database, HEAT may share your data with official providers of education data including the Higher Education Statistics Agency, UCAS, the Department for Education, the Office for Students, the National Pupil Database and other agencies for research purposes only.
Any sharing of data in this way will be agreed with the HEAT governance and steering groups. HEAT will only share your data in another way if they are required by law or directed by a court or similar body to do so.
Sharing your data to evaluate and report on the impact of the WP Champion WP programmes will not affect you individually. For all reporting purposes or Freedom of Information requests, your data will be aggregated or made anonymous. You will not be individually identified in any reports and confidentiality will be maintained at all times. If you do not want to be tracked via HEAT, please contact us via firstname.lastname@example.org at any point during the data retention period and we will stop tracking.
HEAT and HESA may share your data as detailed in their own privacy notices, which are accessible at the links provided:
**Different WP Champion programmes will have different funding and delivery partners. To ensure that you and your parents/carers can make an informed decision about whether you want to participate on the programme you are applying for and thus share your data, the names of any external agencies/organisations will be named in the data statement included on your application and or enrolment forms.
Who can you contact for more information?
If you require further information regarding your personal information and how this is used by the WP Champion programme you are taking part on, or the Social Mobility & Widening Participation department at King’s please contact email@example.com.
For more information about how King’s College London processes your personal data, including your rights and who to contact to make a complaint, please see our Core Privacy Notice: https://www.kcl.ac.uk/terms/privacy.