Privacy Notice

Outreach: Schools and colleges

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Outreach - Data protection notice

Hartpury University values your privacy and we recognise the need to process your personal data in a fair and lawful manner. This webpage explains what data information we gather and lets you know how its used and protected.

We work throughout Gloucestershire and the surrounding counties to support young people with their aspirations to go to university. We call this type of activity outreach or widening participation.

Our student recruitment and outreach team provide a range of events, workshops, talks and interventions to help young people become more aware of the options that are available after school, sixth form and/or college.

We collect this information to help evaluate how good our activities are and see what impact we're having on helping students to access their options at university. The lawful basis for processing your data used by Hartpury University is consent.

There are two main reasons why we collect your data:

  • For monitoring purposes: This enables us to fulfil essential reporting requirements to regulatory bodies like the Office for Students (OfS), and gives us a clear picture of the types of students we're working with.
  • For evaluation purposes: This helps us to understand whether the activities we run are beneficial to young people in helping them to achieve their full potential at school and find out more about university. It also helps us evaluate how we can improve our activities in the future.

Students and parents/guardians:

We'll collect your name, date of birth, postcode, school, sixth form or college name and email address when you take part in our outreach activities.

Where it's possible, we'll gather data directly from your school or college via the use of a data sharing agreement. If your school or college doesn't have a data sharing agreement in place with us, we'll ask you directly.

This data can easily be shared using our online form via the button below. When you take part in our activities, we may also ask about health and/or other issues, including dietary and access requirements. We'll need to know this type of information so that we can provide the right support and keep you safe whilst you're with us.

For some activities, where it's relevant and where OfS require it, we may also collect special categories of data including:

  • Ethnicity
  • Disabilities
  • Dietary requirements


In order to run our events and maintain effective relationships with schools and colleges, we'll ask you to provide your full name, job title and email address.

If you're booking an activity with us, we'll also ask for the contact details of your approving manager to help us facilitate your request.

In some instances, we may also ask about health and/or other issues, including dietary and access requirements. We need to know this type of information so that we can provide the right support and keep you safe whilst you're with us.

We'll store this information on a secure database until you are aged 30, and if you enter university within this time, your data will be kept for an additional 15 years after you graduate.

In the short term, we'll use it to help us assess if we're reaching young people from backgrounds that are currently underrepresented in universities. The data will be entered onto the Higher Education Access Tracker (HEAT) database, where it will be stored in accordance with current data protection legislation.

Once you leave school/college, your data will be sent to the Higher Education Statistics Agency (HESA). They will tell us if you went to university, if you finished your degree and if you found a job at the end of your studies.

We won’t ever use your data to send you marketing emails.

Any data collected for the purpose of monitoring participation and evaluating and reporting on impact, will be kept for up to 10 years after the point at which you are eligible to progress to university (year 13). If you progress to university within those 10 years, we'll keep the data for another 10 years after that. This is so we can look at the long term impact of our WP activities. We would like to assess whether young people who take part are any more likely to go on to Higher Education and if so, what that means for their employability.

Parent/guardian and teacher data that is collected for the purpose of planning and managing activities is only stored for as long as it is required within the context of any activity.

Data stored within university systems and in the HEAT database will be held securely.

We'll only share your information where we have a legal basis to do so. Any data shared with third parties we have listed below will be used for the purpose of monitoring and evaluation in line with this privacy statement, or to help evaluate the effectiveness of our outreach activities, events and programmes as part of government policy to widen participation at university level. This will also help to develop future policies.

Only to enable the research and evaluation described above, your data may also be shared with following;

  • The Higher Education Access Tracker (HEAT) service and its member institution
  • The Higher Education Funding Council for England (HEFCE)
  • The Universities and Colleges Admissions Service (UCAS)
  • Department for Education (DfE) or HESA
  • Office for Students (OfS)
  • Education and Skills Funding Agency (ESFA)
  • ... or successor bodies

We won’t ever share your data with companies for marketing purposes.

We also share our activity data with GROWS, the Gloucestershire team part of the UniConnect programme. This is a partnership project funded by the Office for Students (OfS).

You can request a copy of the data we hold about you, ask us to amend your details or to delete your personal data.

If you would like a copy of the data supplied to us by your school/college, or have any questions about the use of data for the outreach purposes we've described, or would like your data to be deleted from our system, please contact us by writing to:

Outreach — Data Enquiry, Hartpury University, Hartpury House, Gloucester, GL19 3BE

Alternatively, please email us at:

Providing your personal data

Fill out a quick online form where you can provide some basic information about yourself. We'll ask for this information if you are taking part in an activity outside of your school or college.

Student data collection form

Parental/guardian consent form

If you're taking part in an outreach activity outside of your school or college and are under the age of 16, please use the form below for your parent/guardian to provide consent so you can take part in our activities.

Parental/guardian data permission form

Your information and why we need it

Watch this video explaining what personal information we collect for tracking purposes and understand what we do with that data.

Source: HEAT Service

Changed your mind about sharing your data?

You can ask us to delete your data at any time, just email You can also ask us what data we hold about you. For more information, including other privacy rights, please use the button below.

Still not sure… Please ask us about anything that concerns you or that is unclear. If you are really not comfortable with sharing your data, you can still participate in our outreach activities.

Last updated: July 2021

Hartpury's data protection policy HEAT's data privacy information