Last updated: 13th July 2023
ABOUT THIS NOTICE
This privacy notice explains how the Institute of Contemporary Performance (“ICMP”, "we", "our", "us") collects, uses, and shares your personal data, specifically your data regarding the management and provision of our services to you. This privacy notice concerns our processing of personal data of people who interact with ICMP ("you", "your").
ICMP is the data controller of your personal data and is subject to the UK’s General Data Protection Regulation 2021 (UK GDPR 2021).
HOW WE COLLECT YOUR INFORMATION
Personal data and special category data held by the ICMP relating to students and applicants is obtained directly from the student or applicant, or in some cases from a third-party organisation involved in the services provided by the ICMP (e.g. UCAS and our recruitment agents, or bodies which award funding or loans such as Student Finance England).
THE LEGAL BASIS FOR PROCESSING YOUR DATA
Applicant and student personal data is collected and processed by ICMP, as a public body, under the ‘public task’ basis as it is necessary for ICMP to undertake its core learning and teaching function.
THE TYPES OF INFORMATION WE COLLECT
The ICMP may obtain, hold and process data of applicants and students including personal details, family and social circumstances, education and training records, employment information and financial details.
We may collect and use for promotional purposes general imagery of students in generic group shots in line with ICO guidance. We will only use personal imagery in marketing where direct consent has been obtained from the individual.
It may obtain, hold and process special category data of students and applicants including racial or ethnic origin, religious or philosophical beliefs, biometric data, and disability data, whether regarding physical or mental health or specific learning difficulty. Some information is optional to provide.
We will ensure that all personal data you supply is held in accordance with the UK GDPR.
WHY WE COLLECT YOUR INFORMATION
ICMP holds the personal data and special category data of its applicants and students in order to manage our processes and services. Only information required for these purposes is obtained and processed, and without it ICMP may not be able to provide its services to you or meet our learning and teaching obligations. This data is kept up to date and is deleted where appropriate in line with published retention schedules.
HOW WE USE YOUR INFORMATION
The purposes for which we may use personal data (including special category data) is:
- recruitment and admissions (including for filtering purposes to ensure the information we send is relevant to you);
- provision of academic services in relation to your degree or study programme, including:
- student registration;
- management of assessment (including examinations);
- management of academic progression (including mitigating circumstances);
- monitoring engagement;
- investigations into academic misconduct;
- provision of references;
- maintenance of student records;
- financial assessments/administration (e.g. fee status assessments, eligibility for bursaries and scholarships, student hardship fund applications, etc.)
- non-academic functions, including:
- providing student support services (e.g. Careers and Industry Service, Counselling and Wellbeing, and additional support);
- providing library and IT services;
- safeguarding and promoting student welfare;
- monitoring equality of opportunity and eliminating unlawful discrimination;
- ensuring safety and security;
- managing ancillary services (e.g. student ID cards);
- during COVID-19, supporting students who have been shielding or have concerns about being impacted by COVID-19;
- statutory reporting to the Higher Education Statistics Agency (see HESA below) and Office for Students (OfS)
- compliance with UK Visa and Immigration requirements as a Student Route Visa Sponsor license holder
- managing access to buildings and resources, including online resources and extracurricular events
We may also use your data for other administrative purposes, for example: to undertake statistical analysis, carry out compliance audits, promote services, detect or prevent crime, and to deal with grievances, disciplinary action, complaints or enquiries.
GRADUATION AND DEGREE INFORMATION
Your personal data (including degree award) will be published in the degree programme and online for your awards/graduation ceremony. We also share information relating to the ceremony with third parties involved in the ceremonies, including photographers /videographers and award sponsors.
Awards/Graduation ceremonies are streamed live on the internet and are made available online thereafter. Footage may be used by the ICMP for media publications and advertising and by partners who may sponsor prizes and awards. All graduands and guests should be aware that they may feature in footage of the degree ceremony. By registering to take part in the ceremony and by requesting guest tickets, you are giving permission for your image to be recorded.
All students become members of ICMP’s Alumni Association upon graduation.
ICMP has a statutory obligation to report data on its activities to the Higher Education Statistics Agency. Data about you will be supplied to HESA for the purposes set out in the HESA Collection Notices.
Your contact details will be passed to HESA and/or an organisation contracted to undertake National Student Survey (Final year Undergraduate students), Postgraduate Survey (Final year Postgraduate students) Graduate Outcomes survey (Alumni). The survey contractor will only use your contact details for the survey and will delete them when the survey is closed. Your responses to the surveys will be made available to ICMP. If you do not wish to take part in any of these surveys, then you will have the opportunity to opt out when you are invited to participate (for Graduate Outcomes this is around 15 months after you graduate).
HOW WE STORE AND PROTECT YOUR INFORMATION
Your personal information is protected by us in a number of ways.
It is stored on computer systems that have been tested to make sure they are secure, and which are kept up-to-date to protect them from viruses and hacking. Where we share your personal information with other organisations, we only ever do so via secure computer systems or encrypted email.
We store your personal information in the UK and in specific countries where our data processing partners are located. These all adhere to current GDPR legislation.
For purposes referred to in this privacy notice we may share your personal data with certain third parties. ICMP works with third parties within and outside of the EEA, which act as service providers and data processors on our behalf. These third parties are bound contractually by ICMP to process your data securely and according to data protection legislation.
Your information used by us can only be seen by staff who have been specifically trained to protect your privacy.
No information that could identify you will ever be published by us unless you provide use specific consent to do so (for example in a testimonial).
HOW LONG YOUR INFORMATION IS KEPT
Details of how long your data is held are available in ICMP’s Retention Schedule.
Under the UK GDPR you have the following rights:
- to obtain access to, and copies of, the personal data that we hold about you;
- to require that we cease processing your personal data if the processing is causing you damage or distress;
- to require us not to send you marketing communications.
- to require us to correct the personal data we hold about you if it is incorrect;
- to require us to erase your personal data;
- to require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
- to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller;
- to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
If you have any queries about this privacy notice, how we process your personal data or to request access to the personal data that we hold about you, you can contact our Data Protection Officer by email: firstname.lastname@example.org; by telephone: +44 020 8328 0222 or by post: Data Protection Officer, ICMP, 1B Dyne Road, Kilburn, London NW6 7XG.
If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner.
You can find out more about your rights under data protection legislation from the Information Commissioner's Office website available at: www.ico.org.uk.