Privacy notice - The Place

The Place collects information about you in a variety of ways. These include:

• Information collected through The Place idea, feedback and concern online forms or the ‘get in touch’ online forms;
• Information collected if you have signed up to receive The Place’s newsletter or email communications;
• Information collected through The Place membership form;
• Information collected through questionnaires, evaluation forms, reflection logs or research projects specifically related to participation in The Place;
• Information if you have an accident while taking part in an activity delivered by The Place;
• Information from your school or college.

The personal data collected from you when you register to become a member, sign up for our mailing list or give us feedback includes:

For individuals who sign up to become members of the Place we will collect the following data:

• First and second name, phone number, email address, age, date of birth and home address;
• Details of any additional requirements including allergies, accessibility requirements, faith requirements, any health and wellbeing needs you wish to make us aware of, and any special education needs;
• Name of school, or  college and teacher.

Special category data including:

• Medical information (e.g. allergy information);
• Dietary and accessibility information.

We will also collect the following parental/guardian data as part of your membership registration including:

• First and second name, phone number, and email address and relationship to child;
• Home address (if different from member’s address);
• Details of second adult emergency contact (full name, phone number and address);
• permission to attend events and activities delivered and led by ‘The Place’ team;
• permission to walk home without a specified adult;
• Emergency medical treatment permission;
• Details of any enquiries submitted from any individual.

For school pupils attending an event run by the Place, we will collect the following personal data from your school or college:

• First name, second name, phone number, email address, age, date of birth and home address;
• Ethnicity and gender;
• Details of any additional requirements including allergies, accessibility requirements, faith requirements, any health and wellbeing needs your school needs to make us aware of, and any special education needs;
• Name of school, or  college and teacher;
• Free school meal eligibility, pupil premium eligibility,  indication of Looked After Child status, young carer eligibility;
• Indication of family socio-economic status (e.g. employment or education status);
• Refugee or asylum seeker status;

And cohort data (e.g. data collected for a group rather than for individuals) including the following categories:

• School attendance pattern
• Academic performance trends
• Teacher feedback on trends in class engagement and behaviour
• Detail of other additional needs (e.g. mental well being, bullying).

For school staff attending events managed by the Place, we will collect the following personal data:

• Full name, email addresses and roles of key staff contacts, including attendees at programme team meetings and events, participants in focus groups and designated staff liaison.

Where school staff are attending events managed by The Place staff, special category personal data including staff dietary requirements or any details of any additional requirements will also be provided for the purposes of health and safety.

The Place needs to process personal data when you contact us and keep records of that correspondence. 

Typically, data will be processed:

• on the grounds of contractual requirement or to take steps to enter into a contract with you e.g. to deliver the benefits of membership;
• because it is necessary for the performance of a task carried out in the public interest (i.e. to work to close the attainment gap);
• because you have given your consent;
• because we have a legitimate interest to do so e.g. to better understand the effectiveness of our support to young people;
• to allow us to comply with our legal obligations;
• to protect your or another person’s vital interests;
• to monitor equality and diversity.

The Place may process your personal data for the following purposes to:

• enable effective communication with you if you have shared an idea/feedback or a concern;
• send you newsletters and email alerts about The Place (if you have signed up to receive these communications);
• send you information about your membership with The Place (if you have signed up to become a member) and contact you about activities you have signed up for at The Place;
• actively manage attendance/ use of the ‘The Place’ and help us to deliver safe activities;
• for health, safety and wellbeing during your membership or attendance at an event;
• to provide disability support or to support other additional needs;
• to record attendance at, and engagement in, all events related to The Place;
• for research, monitoring and evaluation purposes;
• to help us better understand how successful our activities are and improve what we do (through voluntary surveys, written and verbal feedback and evaluation forms and discussions);
• to determine whether your involvement in The Place might be beneficial to your academic attainment, post-school decisions and outcomes, and your happiness and wellbeing.

• Your/your child/ward’s school/college;
• We will share your child/ ward’s personal data with The Higher Education Access Tracker (HEAT) for the purpose of tracking and monitoring their progression through education;
• third parties that process data on behalf of the University to support it in fulfilling its obligations and responsibilities to and relationship with you (e.g. software and system providers).

Appropriate data sharing agreements are in place before data is transferred. 

There may be occasions where we need to share and return information with the local authority, police and schools/colleges, if a safeguarding matter arises. This will be actioned in line with the University of York Safeguarding Policy and Procedure. 

The Place takes information security extremely seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability.  For further information please see our IT Security webpages.

In certain circumstances, it is necessary to transfer your Personal Data (including Special Category Data) outside the UK. In respect of such transfers, the Place will comply with our obligations under UK GDPR and ensure an adequate level of protection for all transferred data.

The Place will retain your data in line with legal requirements or where there is a business need. Retention timeframes will be determined in line with the University’s Records Retention Schedule.

Under the UK GDPR, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent. You can verify or correct information at any time by emailing the-place@york.ac.uk. For all other requests, see the University's subject rights webpage.

If you have any questions about this privacy notice or concerns about how your data is being processed, please contact The Place centre team at the-place@york.ac.uk or the University’s Data Protection Officer at dataprotection@york.ac.uk.

If you are unhappy with the way in which The Place has handled your personal data, you have a right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, see their complaints guidance. 

We keep our privacy notice under regular review. This notice was last updated on 19th December 2024