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ASTUTE 2020: Using Your Personal Information

Personal information which you supply to us will be held by ASTUTE 2020, an operation part-funded by the European Regional Development Fund through the Welsh Government and the participating Higher Education Institutions. ASTUTE 2020 is led by Swansea University in partnership with Cardiff University, Aberystwyth University and the University of Wales Trinity Saint David.

The ASTUTE 2020 partnership is committed to protecting the rights of registered users in line with Data Protection legislation.  The operation partner institutions are joint data controllers and have dedicated Data Protection Officers with the following contact details:

Aberystwyth University: infocompliance@aber.ac.uk

Cardiff University: inforequest@cardiff.ac.uk

Swansea University: dataprotection@swansea.ac.uk

University of Wales Trinity Saint David: foi@uwtsd.ac.uk 

This document provides an explanation of why we collect personal data as part of the ASTUTE 2020 operation, how we process it and the steps we take to ensure data security at all stages. All data collected through the operation is processed and stored in accordance with Data Protection legislation.

What personal information do we collect?

In addition to technical information specific to your project, we collect the following personal information from enterprises who wish to receive support or are supported by the ASTUTE 2020 operation:

  • Name of enterprise lead contact/ technical officers/ employees involved in the project;
  • Work contact details of personnel involved in the project;
  • Job role/title of personnel involved in the project;
  • Total monthly employment costs attributed to the project of associated personnel;
  • Preferred language of communication of enterprise lead contact; and
  • Collective anonymous equal opportunities data relating to enterprise owners/directors/senior managers including gender, ethnic origin, age group, number who consider themselves disabled and competency levels of the Welsh language.

In the event of employment creation as a direct result of the support provided to your enterprise by ASTUTE 2020, the following additional personal information is requested:

  • Job role/title of those employed by the enterprise as a direct result of the support received;
  • Gender of first post holder for those employed by the enterprise as a direct result of the support received; and
  • Salary scales of the first post holder for those employed by the enterprise as a direct result of the support received.

In certain circumstances i.e. if the enterprise seeking support is a micro company, the following information will also be collected about the Managing Director (MD) of the micro company or the person who will become the MD once a company is formed:

  • Qualifications/ technical background;
  • Referees;
  • Details of any criminal convictions;
  • Details of any directorships that have been annulled; and
  • Confirmation of any declarations of bankruptcy or companies declared insolvent whilst under your directorship.

Why do we collect personal information and how do we use it?

We collect your personal information for the following reasons:

  1. To evaluate eligibility for ASTUTE 2020 support according to funding compliance requirements and the operation’s project approval process, thus ensuring effective value for money and selection of those enterprises with potential to achieve maximum impact upon the Welsh economy;
  2. To monitor and evaluate projects at operation management and governance boards and as part of the operation’s external evaluation so as to assess the effectiveness of working practices, delivery of projects and project outputs and impacts in line with funding requirements;
  3. To report to the Welsh Government and the European Commission for regulatory operation monitoring, claim and audit purposes; and
  4. To statistically analyse the commercial relationships existing across Swansea University on a periodical basis.

What is our legal basis for processing?

We do not process any personal data without your consent. By signing below, you provide your explicit consent for us to use the personal information you provide during the course of the ASTUTE 2020 operation for the purposes and in the way described within this document.

Who receives your personal information?

Information is made available to personnel requiring access in limited circumstances for the reasons outlined above. These include:

  • Operation and University technical and administrative staff;
  • The operation governance and management boards;
  • External advisors and consultants directly engaged with the operation;
  • The Welsh European Funding Office and the European Commission.

How your personal information is stored?

Data Protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only members of staff who need access to relevant parts or all of your information will be authorised to do so. Information about you in electronic form will be subject to password and other security restrictions, while paper files will be stored in secure areas with controlled access.

The data will be held for the duration of the ASTUTE 2020 operation and for a reasonable period of time upon its conclusion to comply with regulatory audit and document retention requirements.

What are your rights?

You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information (please note however that this is likely to affect our ability to provide support to your enterprise due to the operation’s contractual funding constraints). If you have provided consent to ASTUTE 2020 to process any of your data, then you also have a right to withdraw that consent. Please visit the Data Protection webpages for the ASTUTE 2020 partner institution leading your project for further information in relation to your rights.

Any requests or objections should be made in writing to the Data Protection Officer at the University leading your project: -

Swansea University University Compliance Officer (FOI/DP), Vice-Chancellor’s Office, Swansea University, Singleton Park, Swansea, SA2 8PP
Cardiff University Assurance Service - Data and Information, Cardiff University, Friary House Greyfriars Road, Cardiff, CF10 3AE
Aberystwyth University Data Protection Manager, Aberystwyth University, Hugh Owen Library, Penglais Campus, Aberystwyth, Ceredigion SY23 3DZ
UWTSD Swansea The Data Protection Officer, UWTSD Swansea, Records and Archives Office, Mount Pleasant Campus, Mount Pleasant, Swansea, SA1 6ED

If you are unhappy with the way in which your personal information has been processed, you may in the first instance contact the University Data Protection Officer using the contact details above. If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at: - Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF www.ico.org.uk  

Your responsibilities

Please advise of any changes to your name, address, contact details as soon as practically possible so that we can amend our records accordingly.

By signing this notice:

  • I agree to the ASTUTE 2020 partnership using the information I provide on behalf of my enterprise for the purposes specified ABOVE;
  • I confirm that all the information above is correct to the best of my knowledge;
  • I agree that I will not use the name of the University or “ASTUTE” or “ASTUTE 2020” to promote my business in any way without prior written consent of Swansea University.

Consent to Receive Direct Marketing

To enable you to receive tailored information about the operation and its events and to learn from other business engagement activities across the Universities such as funding training programmes or graduate placements, please tick your preferences below, if any:

☐  I agree for ASTUTE 2020 to send me specific promotional information about its services, events and seminars;

☐  I agree for ASTUTE 2020 to send me specific information about the services of selected third parties;

☐ I agree to ASTUTE 2020 sharing my information with other areas of the four partner Universities in order to receive information about their relevant services;

☐ I agree to ASTUTE 2020 sharing my information from time to time with third party organisations in order to receive information about their services.

To be signed by the Managing Director (or Senior Management at the site within WWV).

Name:   Position:  
Signature:   Date:  

You may withdraw your consent for ASTUTE 2020 to hold and use your information as outlined above by providing written notice to the operation. At ASTUTE 2020’s sole discretion, this may result in the termination of your research project due to the operation’s contractual reporting obligations to its funder.

Swansea University, Cardiff University, Aberystwyth University, and the University of Wales Trinity Saint David are all  designated as public authorities for the purposes of the Freedom of Information Act 2000 and Environmental Information Regulations 2004 and are therefore subject to receiving requests for recorded information.  Freedom of Information or Environmental Information requests will be responded to in line with the provisions of the relevant legislation.