What type of personal data is collected by the Careers Service?

This Privacy Notice for Careers Service provides you with more detail about how your personal data is processed when you take advantage of the services offered by the Careers Service which are available to you as a student and for up to 3 years after you graduate.

Attendance/Evaluations and Feedback

The Careers Service processes personal data regarding attendance at events, evaluations, feedback, responses to email requests etc. The lawful basis for this processing will depend on the exact scenario. For each scenario, specific details will be given to the student/graduate/employer or individual involved. Personal data processed for these reasons is only kept for as long as necessary and where appropriate it is anonymised. If you have a specific query regarding the processing of personal data in this category please contact dpo@newman.ac.uk .

Careers Awards

The Careers Service runs award programmes. Details of the Newman Volunteering Programme can be read on the Newman Volunteering Programme webpage. Details of how the personal data is processed is on the award forms. Details of the ACE: Award for Careers and Employability can be read on the ACE: Award for Careers and Employability Webpage and details of how your data is processed can be found in the Privacy Notice for the ACE: Award for Careers and Employability.

Careers Emails

Where relevant, emails sent to members of the Careers team or Careers inbox, may be kept within your My Career profile to help us understand your learning/career journey, your engagement with our services and to improve the service we provide to you.

Careers Registration and Graduation Enrolment

When you take part in Careers registration and the Graduation Enrolment Careers Survey you have the opportunity to provide us with the answers to career-specific questions, which help the Careers Service and wider areas of the institution to provide relevant services and information to you over time. Please read the Privacy Notice for Careers Registration and Privacy Notice for Graduation Enrolment Careers Survey for more information about how your personal data is processed.

My Career

My Career provides students and graduates with a personalised careers portal to manage their careers experience whilst at university and beyond. This is the place to do many things including booking appointments, booking places on workshops and events, accessing job opportunities and resources and completing awards. For more information about how your personal data is processed as part of My Career please read the My Career Student Privacy Notice or the My Career Graduate Privacy Notice.

My Career also provides employers with an opportunity to register as an organisation and post vacancies. Employers are to post, edit, reactivate and extend current and past vacancies and may on occasion have the opportunity to register for events. For more information about how employer personal data is processed by My Career please read the My Career Employer Privacy Notice.

ShortList.Me

If you choose to use the ShortList.Me video interviewing training facility, your personal data will be processed by ShortList.Me. The personal data is your name, email address, student number and optional phone number, along with the video content that you record. Please read the ShortList.Me Privacy Notice for more information. The personal data will be stored by Newman University Careers Service for up to 12 months and then securely deleted.

Transformation West Midlands

Newman University, the University of Birmingham and University College Birmingham have won a grant from the Office for Students to help boost job opportunities for local graduates in the region. The project is called ‘Transformation West Midlands’ and we will work closely with key employers in the region to help them recruit locally and diversify their workforce. Key to the project is improving the employment outcomes of students from disadvantaged backgrounds, particularly BAME students and those with disabilities. The University of Birmingham is the lead partner and will report to the Office for Students and inform the HE sector on the outcomes of this project. Please read the Transformation West Midlands Privacy Notice for more information about how personal data is processed as part of this project.

Newman University students’ personal data collected through Transformation West Midlands will become part of their My Career profile and used and stored in accordance with that portal. For more information about how your personal data is processed as part of My Career please read the My Career Student Privacy Notice or the My Career Graduate Privacy Notice.

How will the personal information be used and how long is it kept?

The privacy notices referenced above provide details of how long the personal data is kept for. In each case it is the minimum time necessary and where appropriate it is anonymised. When the retention period has been reached, the personal information is securely destroyed.

Who can access my personal data and will they share my personal data with anyone?

The privacy notices referenced above provide details of who the personal data is shared with. Hard copies of personal information are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EU.

What rights do I have regarding my personal data?

If you believe any information we have about you is incorrect or needs updated, please use the methods described in the privacy notice. If that is not clear please contact careers@newman.ac.uk explaining what you need correcting or updating. The Careers team may need you to verify your identity in order to make the change.

You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

You have the right to see the personal data we hold about you. We recommend you use our online form. All information about how to request your data can be found on our dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However, Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

You have the right to lodge a complaint with the Information Commissioners Office about the handling of your personal data and can find out more about this on their website https://ico.org.uk/concerns/handling/

What type of personal data is collected?

Please read the Privacy Notice for Students to know how Newman University processes your personal data as a student. To complete the ACE award, you will need to log into your My Career account: https://mycareer.newman.ac.uk. The award is completed through My Career and involves you submitting pieces of work to be assessed by the careers team in order to gain the different bronze, silver and gold stages of the award. You will also need to submit a piece of work through Panopto.

The lawful basis for processing your personal data is legitimate interests. This means that it is in our interests as a University to ensure you receive high quality careers education, information, advice and guidance in order to enhance your employability and achieve your personal goals. We believe it is also in your interests as a student. By processing the data it allows you to manage your careers award through your My Career account and allows Newman University Careers Service to provide a high quality, interactive service for your benefit.

For more information about how your personal data is stored and processed as part of My Career please read the My Career Student Privacy Notice or the My Career Graduate Privacy Notice.

How will the personal data be used and how long will it be stored for?

Your personal data from your My Career account and the submission you make to Panopto will be processed in order to accredit your ACE award and for it to appear on your HEAR (Higher Education Achievement Report). All personal data submitted is processed to:

• Confirm you have completed and passed the elements of the Bronze, Silver and Gold stages of the award you are applying for.
• To present the information at the validation panel in order to get your accredited award included on your Higher Education Achievement Report (HEAR).
• To send you an evaluation and ask for feedback on your experience of completing the award.
• To produce monitoring reports on the impact of the award and benefits of completion.

Your personal information is stored securely on My Career and on our secure IT network whose servers are located within the EU. We will produce reports to be approved at the HEAR validation panels. Hard copies of personal information are kept in a secure location on the S:Drive. The information is accessible to the careers team and shared with relevant staff including the Assessment and Graduation team in order for your award to be validated.

Your personal information is stored and processed in accordance with My Career and student records. For more information about how your personal data is stored and processed as part of My Career please read the My Career Student Privacy Notice or the My Career Graduate Privacy Notice.  Once your award has been validated through the HEAR, we will securely destroy your Panopto submission. Your information is kept by the university so that you can request a copy of the HEAR information as proof of your volunteering and for our administrative and reporting purposes (up to 7 years after graduating from your course).

Who can access my personal data and will they share it with anyone?

As mentioned, the careers team will have access to your personal data through My Career. For more information about how your personal data is stored and processed as part of My Career please read the My Career Student Privacy Notice or the My Career Graduate Privacy Notice.  In order to have your award validated we will also need to share it with the HEAR validation panel.

What rights do I have regarding my personal data?

If you believe any information we have about you is incorrect or needs updating, please use the methods described in this privacy notice. If that is not clear please contact careers@newman.ac.uk explaining what you need correcting or updating. The Careers team may need you to verify your identity in order to make the change.

You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk  .

You have the right to see the personal data we hold about you. We recommend you use our online form. All information about how to request your data can be found on our dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However, Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

You have the right to lodge a complaint with the Information Commissioners Office about the handling of your personal data and can find out more about this on their website https://ico.org.uk/concerns/handling/

What type of personal data is collected?

When you take part in Careers registration you have the opportunity to provide us with the answers to career-specific questions. The legal basis for this is ‘legitimate interests’ (which means we need to process the personal information to fulfil our objectives; we believe it will not adversely affect you and we think you would expect it).

How will the personal information be used and how long is it kept?

We will use your personal information to:

• Send you an email with a link to information about the identified career pathway you are on as a result of your answers, which will give suggestions about ways you can move forwards with your future career plans.
• Contact you to let you know about the services on offer to you that might be of benefit to you.
• Track employability through My Career and Tableau to enable us to carry out targeted work to improve graduate outcomes.
• Help departments better understand their students’ careers needs and how they can work with the Careers Service and wider employability services to enhance the student experience and their graduate outcomes.
• Plan careers and employability services and provision on offer to best meet your needs and those of future students and graduates.
• Complete targeted work with groups of students and graduates.
• Involve you in collaborative projects with external organisations enhancing career development where appropriate.

Any tracking done through My Career will adhere to the My Career Privacy Notice for Students / for Graduates.

Once processed, the University will delete this survey 7 years after completion of your course and data transferred across to My Career or Tableau will be kept for 3 years after graduation in line with our My Career Privacy notice (for Students / for Graduates). External organisations who we work with on collaborative projects may keep your personal data for a longer period, in order to comply with contractual obligations. Contact dpo@newman.ac.uk if you require more information about this. When this time has been reached, the personal information is securely destroyed.

Who can access my personal data and will they share my personal data with anyone?

We only share your personal data with relevant Newman staff and with other organisations when relevant to a collaborative project. We also would share your personal data if we were to believe someone’s life was in danger or we believe we are compelled to by law. Hard copies of personal information are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EU.

What rights do I have regarding my personal data?

Careers Registration captures a snapshot in time during enrolment each year. If things change and you want to let the careers service know, you need to contact the careers service to speak to a member of staff. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

You have the right to see the personal data we hold about you. We recommend you use our online form. All information about how to request your data can be found on our dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. Careers Registration will not make any automated individual decision-making; however, it will send you targeted information based on your answers to the questions. It is important you know that the careers service offer for graduates is available to all graduates regardless of their answers to the questions. Also on the web link we provide you will be able to access the pages for all the career pathways and can move forwards and backwards at any pace you like.

You have the right to lodge a complaint with the Information Commissioners Office about the handling of your personal data and can find out more about this on their website https://ico.org.uk/concerns/handling/

My Career is the platform Newman University Careers Service uses to allow employers to post their opportunities and for students and graduates to search for opportunities. From this one place you can manage all aspects of your vacancies quickly and easily. You will be able to post, edit, reactivate and extend current and past vacancies. It is a free service to promote your opportunities directly with Newman University.

Registering your organisation provides many benefits. For example, you will be able to:

• Enhance your organisation’s profile and visibility at Newman University to employability staff and Newman University students and graduates.
• Advertise suitable opportunities including graduate vacancies, work placements, part-time work, and volunteering via our online jobs board.
• Register and attend relevant and suitable events.

In order to promote an opportunity to our students and graduates, you must sign up to and agree to the conditions of My Career. Please note Newman University reserves the right not to publish opportunities that do not fit in with our policies and ethos. For more information and to read our Employer Liaison Policy you can see what opportunities for employers we provide.

You will have an Employer Profile where you can add your details and the organisation details.

Once registered and approved you can post your vacancy where you will be required to fill out information regarding the opportunity. Once you post the opportunity a member of the careers team will check to see it meets our guidelines and will approve your opportunity if appropriate. If we invite you to attend any events, clear instructions and further details will be given to you.

How do I access ‘My Career’ and what is in my Employer Profile?

Your registration request will be processed as soon as possible and you will receive an email once your registration has been approved with details on how to login and you will be able to post vacancies, which will be approved by the careers team if appropriate. You will be able to control your area and set preferences, edit your vacancy details and will be able to control how long you wish to post the vacancy for. If we invite you to events, you will be able to access information through your area.

Newman University Careers Service is the data controller and GTI is the data processor. This simply means that Newman University Careers Service determines the purpose and means of the processing of your personal data and GTI processes the data on behalf of Newman University Careers Service.

By using My Career you are agreeing to the careers service and wider employability team having access to your contact details. If appropriate we may also pass details on to relevant subject areas across the institution who may be able to offer you other ways to work with the institution to fulfil your needs. If you sign up to an event, we will give you further details. Students, graduates, careers staff and the wider employability team at Newman University will be able to access your organisation information.

Why is it being collected?

Our lawful basis for processing this data is legitimate interests. This means that it is in our interests as a University to ensure students receive high quality careers education, information, advice and guidance in order to enhance their employability during their studies and for 3 years after graduation. It is also in our interest to work efficiently and effectively to ensure employers receive a high quality service and can promote appropriate opportunities to our students and graduates. By processing the data it allows you to manage your vacancies/opportunities in one place, attend events and allows Newman University Careers Service to provide a high quality, interactive service. It also allows us to complete anonymised statistical reports, send you information you have requested, invite you to events and send you evaluations to continually improve the services on offer to you. We would also like you to let us know if you fill a vacancy/opportunity as a result of using our service.

How will it be used?

The careers team, wider employability team and relevant academic departments will have access to your details. Students, graduates and wider staff will have access to your organisation details only and any information you put in the vacancy/opportunity details. We use your data to:

• Promote your organisation across the institution.
• Enable you to keep an employer area to add, edit and monitor vacancies.
• Produce statistical reports to monitor usage of the service and continually improve the services on offer to both employers and students/graduates.
• Send information you have requested.
• Send you evaluations/ask for feedback to continually improve the services on offer to employers, students and graduates.

Who will it be shared with?

We will never share your personal data with students or graduates, only the personal data you disclose on the vacancy opportunity which students and graduates can see. Your personal details will be shared within the careers team, wider employability team and relevant staff members (where appropriate to meet your vacancy needs).

How long will it be stored?

 Once you have created an employer profile you will continue to be on our system as a contact until you remove your details, request them to be deleted or we deem it appropriate to remove you. You should do this by emailing: careers@newman.ac.uk  It is up to you to specify how long you keep your vacancies active. If you have not posted any opportunities for 3 years on our system, we will delete your contact details if appropriate.

What rights does my organisation have about its information on My Career?

 You have the right to correct or update your personal data at any time, in fact we would love you to do so. You can update your details on your My Career area. You also have the right to restrict the processing of your data, to have your personal data erased or to object to your information being on My Career. You have the right to data portability. This means that if you request it, we will provide you with a copy of the information you have provided to us so that you can transfer it to another data controller. We will provide it to you in a structured, commonly used and machine-readable format (e.g. csv file). To do any of these things please log into your My Career area or email careers@newman.ac.uk

You have the right to see what personal data we have about you. You can see your organisation’s information held by My Career by logging onto the My Career employer area. If you have any questions please contact careers@newman.ac.uk or you are also welcome to contact our Data Protection Officer by email dpo@newman.ac.uk or by post: Newman University, Genners Lane, Birmingham, B32 3NT.

You have the right to lodge a complaint with the Information Commissioners Office and can find out more about this on their website https://ico.org.uk/concerns/handling/

In order to access/continue to access a personalised careers service at Newman University, you must sign up to and agree to the conditions of My Career. My Career enables you to have a designated careers area to manage your careers development for three years after graduation. You can:

• Book on to and manage careers appointments.
• Access your guidance session notes.
• Book on to and manage workshops and events.
• Sign up to receive targeted emails and news.
• Access the Newman University Jobs Board and have the option to sign up to receive email alerts for relevant opportunities you may be interested in.
• Access online resources and awards.

You will have a Graduate Profile with information that you control. This includes your personal details, email preferences and types of opportunities you are interested in. Take some time to set your profile as this will affect the accuracy and quality of your experience.

How do I access My Career and what is in my Graduate Profile?

As a graduate you need to register to continue or start accessing My Career but you will be able to retain the full history of your records if you have previously used My Career. Your registration request will be processed as soon as possible and you will receive an email once your registration has been approved with details on how to login.

Newman University Careers Service is the data controller and GTI Limited is the data processor. This simply means that Newman University Careers Service determines the purpose and means of the processing of your personal data and GTI Limited processes the data on behalf of Newman University Careers Service.

My Career is linked to SITS the university’s student records management system used to store, administer and manage all aspects of student information. The graduate registration can be merged with an existing student record or approved as a new record.

By using My Career as a graduate you are agreeing to the careers service having access to the following personal data: Name, Student Number, Address, Course Name, Year of Study Department, Faculty Username, Email Address, Gender, Mode of Study (Full-Time/Part-Time), Date of Birth, Nationality, Disability and Ethnicity.

Why is it being collected?

Our lawful basis for processing this data is legitimate interests. This means that it is in our interests as a University to ensure you receive high quality careers education, information, advice and guidance in order to enhance your employability and achieve your personal goals not only during your studies but for three years after graduation. By processing the data it allows you to manage your careers experience in one place and allows Newman University Careers Service to provide a high quality, interactive service for your benefit. It also allows us to complete anonymised statistical reports, send you information you have requested and ask for feedback to continually improve the services on offer to you.

By processing special category data: nationality, ethnicity and disability, Newman University Careers Service is able to give you specialist careers guidance, for example highlighting employers diversifying their recruitment procedures. It also allows Newman University Careers Service to monitor usage of the service by different groups of students to ensure we are providing the best service for all students and meeting the actions of our Access and Participation Plan. Any special category data reported outside of the careers service is completely anonymous and will only form statistical reports.

If you receive Careers Progression Coaching as part of the Transformation West Midlands project, we also need to collect data and share personal data to deliver additional services to you. We are also testing a number of interventions to create a stronger support network, with the goal of leading to higher level graduate employment. For more information please see the Transformation West Midlands Privacy Notice.

How will it be used?

We will only use your data to:

• Keep a careers area accessible by you and the careers team to enable you to interactively engage, access your careers guidance notes and set preferences for emails and employer opportunities.
• Produce statistical reports to monitor usage of the service and its impact, and continually improve the services on offer
• Send information you have requested
• Send you evaluations/feedback to continually improve the services on offer
• Communicate with relevant Newman University staff with employability data for your benefit and to provide a holistic employability experience at university.

Please note if you receive Careers Progression Coaching as part of the Transformation West Midlands project, The University of Birmingham, Newman University and University College Birmingham will share your data for the purposes of the project. For more information please see the Transformation West Midlands Privacy Notice.

Who will it be shared with?

We only share your personal data with relevant Newman staff for the purposes of your employability development, but would never disclose the content of any discussions. If we share any data with other organisations we would always let you know and seek your permission, such as the Transformation West Midlands project. For more information about how your data is shared, please see the Transformation West Midlands Privacy Notice. We do have an obligation to ensure that the personal data we hold about you is as up-to-date as possible. Therefore, if you update your preferred contact details once you are a graduate on My Career, we may update your university student records accordingly for the purposes of the graduate outcomes survey.

How long will it be stored?

You have the option to activate a graduate account and access careers guidance for three years after graduation. Three years after completing your course, data on My Career will be anonymised involving the removal of all personal data. This means that there will be no of identifying an individual by using the remaining information. We also work collaboratively with other organisations who may keep your personal data for a longer period, up to a maximum of seven years after graduation in order to comply with contractual obligations.

What rights to I have regarding my personal data?

You have the right to correct or update your personal data at any time; in fact we would love you to do so. You can update your email address and mobile phone number through My Career in order to set your communication preferences, and receive information. If you are graduate but happy for your University records to be updated you can email dpo@newman.ac.uk.

You also have the right to withdraw your consent at any time, to restrict the processing of your data or to have your personal data erased. To do any of these three things please email careers@newman.ac.uk  Please bear in mind that if you do withdraw your consent or request the erasure of your personal data we will delete your My Career account and you will not be able to access the careers service. If you decide to recreate your account, services will be available as before.

You have the right to data portability. This means that if you request it, we will provide you with a copy of the personal data you have provided to us so that you can transfer it to another data controller. We will provide it to you in a structured, commonly used and machine-readable format (e.g. csv file).

You have the right to see what personal data we have about you. You can see all the personal data held by My Career by logging onto your My Career Profile. You can request a copy of any other elements of your personal data by contacting our Data Protection Officer by email dpo@newman.ac.uk or by post: Newman University, Genners Lane, Birmingham, B32 3NT. Please specify what personal data / area of the university you would like your personal data from as this will help to make the response to your request more efficient.

You have the right to lodge a complaint with the Information Commissioners Office and can find out more about this on their website https://ico.org.uk/concerns/handling

In order to access a personalised careers service at Newman University during your course, you must sign up to and agree to the conditions of My Career. My Career enables you to have a designated careers area to manage your careers development whilst at university and for three years after graduation. You can:

• Book on to and manage careers appointments.
• Access your guidance session notes.
• Book on to and manage workshops and events.
• Sign up to receive targeted emails and news.
• Access the Newman University Jobs Board and have the option to sign up to receive email alerts for relevant opportunities you may be interested in.
• Participate in Careers and Employability awards.
• Access resources.

You will have a Student Profile with information that you control. This includes your personal details, email preferences and types of opportunities you are interested in.

Take some time to set your profile as this will affect the accuracy and quality of your experience.

How do I access My Career and what is in my Student Profile?

As a current student you can access My Career by logging in with your username and password. To continue using this service for three years after graduation you will have to re-register to get access but you will retain the full history of your records.

Newman University Careers Service is the data controller and GTI Limited is the data processor. This simply means that Newman University Careers Service determines the purpose and means of the processing of your personal data and GTI Limited processes the data on behalf of Newman University Careers Service.

My Career is linked to SITS the university’s student records management system used to store, administer and manage all aspects of student information.

By using My Career you are agreeing to the careers service having access to the following personal data: Name, Student Number, Address, Course Name, Year of Study Department, Faculty Username, Email Address, Gender, Mode of Study (Full-Time/Part-Time), Date of Birth, Nationality, Disability and Ethnicity.

Why is it being collected?

 Our lawful basis for processing this data is legitimate interests. This means that it is in our interests as a University to ensure you receive high quality careers education, information, advice and guidance in order to enhance your employability and achieve your personal goals. We believe it is also in your interests as a student. By processing the data it allows you to manage your careers experience in one place and allows Newman University Careers Service to provide a high quality, interactive service for your benefit. It also allows us to complete anonymised statistical reports, send you information you have requested and ask for feedback to continually improve the services on offer to you.

By processing special category data: nationality, ethnicity and disability, Newman University Careers Service is able to give you specialist careers guidance, for example highlighting employers diversifying their recruitment procedures. It also allows Newman University Careers Service to monitor usage of the service by different groups of students to ensure we are providing the best service for all students and meeting the actions of our Access and Participation Plan. Any special category data reported outside of the careers service is completely anonymous and will only form statistical reports.

If you receive Careers Progression Coaching as part of the Transformation West Midlands project, we also need to collect data and share personal data to deliver additional services to you. We are also testing a number of interventions to create a stronger support network, with the goal of leading to higher level graduate employment. For more information please see the Transformation West Midlands Privacy Notice.

How will it be used?

We will only use your data to:

• Keep a careers area accessible by you and the careers team to enable you to interactively engage, access your careers guidance notes and set preferences for emails and employer opportunities.
• Produce statistical reports to monitor usage of the service and its impact and continually improve the services on offer.
• Send information you have requested.
• Send you evaluations/feedback to continually improve the services on offer.
• Communicate with relevant Newman University staff with employability data for your benefit and to provide a holistic employability experience at university.
• Validate any careers awards you have completed.

Please note if you receive Careers Progression Coaching as part of the Transformation West Midlands project, The University of Birmingham, Newman University and University College Birmingham will share your data for the purposes of the project. For more information please see the Transformation West Midlands Privacy Notice.

Who will it be shared with?

We only share your personal data with relevant Newman staff for the purposes of your employability development, but would never disclose the content of any discussions. For example, we may tell a university validation panel you have completed a workshop or award to ensure your information is entered on your HEAR. If we share any data with other organisations we would always let you know and seek your permission, such as the Transformation West Midlands project. For more information about how your data is shared, please see the Transformation West Midlands Privacy Notice. We do have an obligation to ensure that the personal data we hold about you is as up-to-date as possible. Therefore, if you update your preferred contact details once you are a graduate on My Career, we may update your university student records accordingly for the purposes of the graduate outcomes survey.

How long will it be stored?

Your My Career account is an online account and will be active during your course here at Newman University. You also have the option to activate a graduate account and access careers guidance for three years after graduation. Three years after completing your course, data on My Career will be anonymised involving the removal of all personal data. This means that there will be no of identifying an individual by using the remaining information. We also work collaboratively with other organisations who may keep your personal data for a longer period, up to a maximum of seven years after graduation in order to comply with contractual obligations.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time; in fact we would love you to do so. You can update your email address and mobile phone number through My Career in order to set your communications preferences and receive information. If you are no longer a student and are happy for your records to be updated you can email dpo@newman.ac.uk.

You also have the right to withdraw your consent at any time, to restrict the processing of your data or to have your personal data erased. To do any of these three things please email careers@newman.ac.uk Please bear in mind that if you do withdraw your consent or request the erasure of your personal data we will delete your My Career account and you will not be able to access the Careers Service. If you decide to recreate your account, services will be available as before.

You have the right to data portability. This means that if you request it, we will provide you with a copy of the personal data you have provided to us so that you can transfer it to another data controller. We will provide it to you in a structured, commonly used and machine-readable format (e.g. csv file).

You have the right to see what personal data we have about you. You can see all the personal data held by My Career by logging onto your My Career Student Profile. You can also log onto MyNewman to see the personal data in your MyNewman profile. You can request a copy of any other elements of your personal data by contacting our Data Protection Officer by email dpo@newman.ac.uk or by post: Newman University, Genners Lane, Birmingham, B32 3NT. Please specify what personal data / area of the university you would like your personal data from as this will help to make the response to your request more efficient.

You have the right to lodge a complaint with the Information Commissioners Office and can find out more about this on their website https://ico.org.uk/concerns/handling/

Who is part of Transformation West Midlands?

The University of Birmingham, Newman University and University College Birmingham have won a grant from the Office for Students to help boost job opportunities for local graduates in the region. The project is called ‘Transformation West Midlands’ and the three university partners will work closely with key employers in the region to help them recruit locally and diversify their workforce.

Key to the project is improving the employment outcomes of local undergraduate final year students and graduates* who are from the West Midlands region, seeking work in their home region, supporting in particular minority ethnic students/graduates, students/graduates with disabilities and those who are first in their family to enter higher education. The activities that we deliver are intended to help identify what enables the progression of individuals, so that we can share learning between our Careers Services and Universities, to improve support and provision, boosting graduate job employment.

The University of Birmingham is the lead partner and will report to the Office for Students and inform the UK Higher Education Sector of the outcomes of this project.

A number of activities, online resources and information (e.g. skills development training; networks, mentoring, reverse mentoring and events across the West Midlands) will be available to you. This is to help raise your awareness of opportunity in sectors and locations and enhance your personal/professional development.

What personal data are we collecting?

Newman University students’ personal data collected through Transformation West Midlands will become part of their MyCareer profile and used and stored in accordance with that programme. You can read more information about that via Privacy Notice ‘MyCareer’ Students or Privacy Notice ‘MyCareer’ Graduates. By participating, you are also providing Transformation West Midlands with your name, university, year of study, programme of study, student ID number, your postcode, gender, ethnicity, health/disability data and your engagement with the project, as well other information on your My Career record. We will also collect your feedback e.g. through surveys, questionnaires, reflection logs and focus groups. Only personal data related to the Transformation West Midlands project activity will be held at the University and shared across the partner universities.

If you are in receipt of progression coaching, we will be collecting further details from questionnaires that you have completed; your written answers to questions put forward to you mid-way and upon exit of coaching and other communications, to determine how helpful coaching has been to support your progression. We will also be collecting data related to your career destination, sectors/roles of interest and your career goals to determine if you reached your goals as a result of the support offered and your actions. We will also be collecting data that relates to the effectiveness and administration of coaching such as number of appointments; career development; any skills gaps or generic barriers; whether you accessed other support such as mentoring, so that we can review and create quality provision that enhances students’ and recent graduates’ employability skills and knowledge.

To evaluate the effectiveness of progression coaching, coaches from each of the partner universities will be producing a small sample of anonymised case studies for their own reflective practice, to assess challenges, development, results and learning points in order to explore what makes the difference to progression. Additional data collected that may be used, will be from coach notes, action plans and any email correspondence between the coach and coachee that links to progression and barriers to help improve support.

How will we use it?

This project aims to develop your knowledge, confidence, skills/competencies so that you are better prepared for the workplace and for what local industry demands.  We will test a number of interventions/activities to create a stronger support network, with the goal of leading to higher level graduate employment or further study for individuals that live in the region.

We will use your personal data to:

• Deliver additional services and facilities to you, related to Careers which are part of the Transformation West Midlands Project and include the partner universities;
• Communicate effectively with you including the distribution of relevant newsletters and invitations to take part in other Careers related activities;
• Evaluate, monitor and report on how students and recent graduates are accessing our services, plan for future courses and activities, and plan/provide help or reasonable adjustments;
• Evaluate to what extent we are enabling progression, (which may lead to a graduate level job, further study, employment or self-employment) and which interventions are more effective, to improve how Careers services work with local and under-represented students/graduates;
• Review and report on coaching using data from coaching sessions for creating small anonymised case studies in order for the coaches and the project team across the partner universities to share their reflections on coaching as an intervention for enabling progression towards graduate employment.

What is the legal basis of the processing?

We consider the processing of your personal data for these purposes to be necessary for:

• the performance of our contractual obligations with you;
• the performance of tasks we carry out in the public interest;
• the pursuit of the legitimate interests of the University or external organisations (e.g. to enable your access to external services).

We do not use your personal data to carry out any wholly automated decision-making that affects you.

Who will your personal data be shared with?

Your data will be securely shared between the University of Birmingham, Newman University and University College Birmingham to enable the project to evaluate the success of Transformation West Midlands. Coaching conversations, action plans, coach notes will remain anonymous, so your privacy is protected.

Anonymous data will be shared with the external funder, Office for Students, and their evaluators, as part of its reporting obligations to show progress and results. The Transformation West Midlands Steering Group** and colleagues of the three universities will receive anonymous data on a needs to know basis. Anonymous data may also be shared with other organisations interested in the project, such as other higher education institutions to share best practice and local/regional employers to foster greater collaboration and job opportunities.

Your rights

More information about how the University of Birmingham lead partner uses your personal data and your rights can be found on the University of Birmingham privacy notice webpage.

*Graduates – West Midlands graduates (from the region) who have studied at Newman University, UCB and University of Birmingham, graduating in the last two years with a bachelors degree; currently unemployed or underemployed. The West Midlands area includes Birmingham and Solihull, Black Country (Sandwell, Dudley, Walsall, Wolverhampton), Coventry and Warwickshire, Hereford and Worcestershire, Shropshire, Telford and Wrekin, Staffordshire.

**Transformation West Midlands Steering Group – Black Country Consortium, Citi-Redi, GBSLEP, Greater Birmingham Chambers of Commerce, University of Birmingham Guild of Students, Uprising and the partner universities.

Personal data provided for publicity purposes (NEW ACCORDION)

Please read this if you are submitting anything about yourself (i.e. your personal data) for the purpose of University and Transformation West Midlands project communications and publicity.

It is completely voluntary to submit any personal data for the use of your photographs, recordings, vlogs, blogs, quotes, case studies etc. that you submit. That means it is your choice to include your full name, degree course, year of study/graduation year and any other personal data that may collectively identify you.  Therefore, when you send your material to us, please do not submit any personal data that you do not wish to be used in the described ways.

Your materials will be used to publicise the benefits of you using or participating in activity and to help demonstrate visually to other students, graduates, higher education institutional Careers colleagues and employers/other providers what these services are like.

Your materials may be used in the following sources or any others, as the University of Birmingham, Newman University, University College Birmingham and the funder (Office for Students) sees fit:

• The University’s world wide website and e-publications
• Paper based University and publications
• Transformation West Midlands project presentations to students and graduates
• Transformation West Midlands project presentations to employers and Careers colleagues in the Higher Education Sector
• Transformation West Midlands reporting that evidence activity and project feedback
• Summative reports to the funder and its evaluators

The lawful basis for storing and using your personal data for the described purposes is ‘legitimate interests’, which means we need to process the personal information to fulfil our objectives, we believe it will not adversely affect you and we think you would expect it. The legitimate interests are that it is necessary for the involved organisations to publicise the benefits of the use of and participation in this project and to demonstrate visually to other students, graduates, higher education institutional Careers colleagues and employers/other providers what these services are like.

Non-exhaustive examples of what form your personal data might take or how it might be used include:

1. Photographs
2. Video Recordings
3. Voice Recordings
4. Vlogs
5. Blogs
6. Case studies
7. Written feedback
8. Podcasts
9. The University using your written feedback, blogs or case studies to create a video or animation

The personal data will be stored and used for as long as necessary for the described purposes. After this time it will be securely destroyed.

If you later change your mind and wish to opt out of having your personal data used in this way, please contact Melissa Clarke: melissa.m.clarke@newman.ac.uk at Newman University or Alison Sharp, Project Lead, Transformation West Midlands a.sharp@bham.ac.uk who will consider whether it is reasonable and possible to stop using/remove your personal data. We wish to treat people well and where it is reasonable and possible to stop using this personal data/remove this personal data, we will do so. However as the lawful basis for this use of personal data is legitimate interests and not your consent, the organisations are only obliged to stop using/remove any personal data where your interests outweigh the interests of the organisations.