Privacy notice – how we use the personal data we collect

This policy sets out the basis on which Student Recruitment and Outreach (SRO) at Imperial College London collects personal data about students who participate in their programmes, events and activities.

This information is intended for pupils (referred to in this notice as “students”), teachers, parents and staff who would like further information on how we process, store and use personal data.

We collect and use students’ personal data in order to administer outreach activities and for monitoring and evaluation purposes.

Any processing of the data will be in accordance with the Data Protection Act 1998 (DPA) and the College’s Data Protection Policy. The data will only be handled by staff in SRO who have received data protection training.

Any personal data provided is stored in a database on the College’s secure servers which is access-controlled to restrict usage to authorised personnel only.

Data we collect

We may obtain personal information directly from schools or from forms that have been completed by the student.

The information we collect for most of our activities is limited to name, contact details, date of birth and school information.

For activities funded by the College under its Access Agreement more extensive information will be collected, including information classified as sensitive data under the DPA such as information on disability, ethnicity and other information concerning pupils’ socio economic background.

Students have the right to request the deletion of their data from our system after the conclusion of a programme by writing to us.

Disclosure of personal data

In order to monitor and evaluate the success of our outreach programmes, events and activities, identifiable personal data may be shared with the University and Colleges Admissions Service (UCAS), and our trusted partners which currently include: the Higher Education Access Tracker (HEAT) service and its member institutions, and the Centre for Evaluation and Monitoring (CEM). Other partners may be engaged in the future.

Identifiable personal data may be shared with these third parties to help evaluate the effectiveness of our outreach activities as part of government policy to widen participation in higher education, and to develop future policy.

Data will only be shared using secure data transfer methods and stored by our partners on secure systems.

For programmes funded, or part-funded, by the Sutton Trust, all the information that you provide in your application form will be stored by Imperial College London and shared with the Sutton Trust. The Sutton Trust has a comprehensive Privacy Notice which details how they will use your information. 

We and our partners will not use students’ personal data in any way that would affect the student individually.

Any data shared with third parties as described above will be used by the third party organisation solely for the purpose of monitoring and evaluation in line with this notice.

Any data released by the College or third parties into the public domain will only be released in aggregate form, and fully anonymised to prevent identification of individual students.

Personal data will not be sold or disclosed to others other than as described above. 

Under the DPA, data subjects have the right to a copy of the data held about them by organisations. If you would like a copy of the data supplied to us, or have any questions or concerns about the use of data for the purposes described, or would like your data to be deleted from our system, please contact us by writing to:

Outreach Office – Data Enquiry
Student Recruitment and Outreach
Imperial College London
Level 3 Sherfield Building
London SW7 2AZ

Alternatively, please email us at: with the subject title: Data Enquiry.

Requests for a copy of the personal data held may be subject to a £10 charge.

Last updated: August 2016