When a project, either led by Lancaster University or in which Lancaster University is a partner, engages the services of the University’s Knowledge Exchange Services (KES), we are required to collect limited personal data on individuals to facilitate the support we provide. This information is collected for the purpose of providing verifiable evidence of the support offered, and the work completed, to our funders. This enables Lancaster University to recoup the costs of providing support through the Knowledge Exchange Service. All data collected is required for this purpose, and KES does not collect any additional personal data other than what is required by funding bodies.
Instances in which KES are joint data controllers have been specified per funded project below. Partner and funding body data privacy notices are linked below.
When KES use personal data internally for planning, analytics, and internal reports, Lancaster University will be the sole data controller.
UK Shared Prosperity Fund (UK SPF)
Should your project be funded by UK SPF, the associated Local Authority Council, the Department of Levelling Up, Housing and Communities (DLUHC), project partners (where applicable) and KES (Lancaster University) will be the data controllers for any personal and/or special category data collected. You can view the UK SPF Privacy Notice.
The current list of associated Local Authority Councils and project partners is as follows:
- Blackburn with Darwen Borough Council and Blackburn College
- Burnley Council and the University of Central Lancashire. The University of Central Lancashire and Lancaster University are joint data controllers for the purposes of project delivery.
- Westmorland & Furness Council and Cumbria Local Enterprise Partnership. Lancaster University is a separate data controller in this partnership.
- Westmorland & Furness Council and Cumbria Action for Sustainability. Lancaster University is a separate data controller in this partnership.
- Preston Council and the University of Central Lancashire. The University of Central Lancashire and Lancaster University are joint data controllers for the purposes of project delivery.
Links to project partner data privacy notices can be found at the end of this document.
Innovate UK Accelerator Grant (Innovate UK)
Should your project be funded by Innovate UK, UK Research and Innovation (UKRI), project partners and KES (Lancaster University) will be the data controllers for any personal and/or special category data collected. You can view the UKRI Privacy notice here.
The Centre for Digital Innovation (CDI) is a consortium project led by Manchester Metropolitan University, fostering a partnership between Lancaster University, University of Manchester, University of Salford, and the Greater Manchester Colleges’ Group.
For the purposes of the project, all partners are separate data controllers. You can download the CDI Privacy Notice here.
Connecting capability fund (CCF) Research England Grant
Should your project be funded by Research England’s Connecting Capability Fund (CCF), UKRI, and KES (Lancaster University) will be the data controllers for any personal and/or special category data collected. You can view the UKRI Privacy notice here.
Department of Science, Innovation and Technology (DSIT)
Should your project be funded by DSIT, DSIT and KES (Lancaster University) will be the data controllers for any personal and/or special category data collected. You can view the DSIT Privacy notice here.
Lancaster University and DSIT are separate data controllers for the purposes of the following projects:
- Lancashire Cyber Ecosystem Support
- Cyber: Trustworthiness, design and careers pilot
European Regional Development Fund (ERDF)
Should your project be funded by the ERDF, the Department of Levelling Up, Housing and Communities (DLUHC) and KES (Lancaster University) will be the data controllers for any personal and/or special category data collected. You can view the ERDF Privacy Notice here.
European Social Fund (ESF)
Should your project be funded by the ESF, the Department for Work and Pensions ESF Managing Authority and KES (Lancaster University) will be the data controllers for any personal and/or special category data collected. You can view the Department for Work and Pensions Privacy Notice (via the ‘Personal Information Charter’) here.
Interreg Atlantic Area
Should your project be funded by Interreg Atlantic Area, the North Regional Coordination and Development Commission (CCDR-N) Managing Authority and KES (Lancaster University) will be the data controllers for any personal and/or special category data collected. You can view the North Regional Coordination and Development Commission (CCDR-N) Privacy Notice here (https://www.ccdr-n.pt/pagina/politica-de-privacidade).
European Institute of Innovation and Technology (EIT)
Should your project be funded by European Institute of Innovation and Technology (EIT), the EIT Food branch and KES (Lancaster University) will be the data controller for any personal and/or special category data collected. You can view the EIT Food branch Privacy Notice here (https://www.eitfood.eu/pages/privacy-policy).
UK Government Community Renewal Fund (Lancashire)
Should your project be funded by UK Government Community Renewal Fund, Lancashire County Council and KES (Lancaster University) will be the data controllers for any personal and/or special category data collected. You can view the Lancashire County Council Privacy Notice here (https://www.lancashire.gov.uk/council/transparency/access-to-information/privacy-notice/).
UK Government Community Renewal Fund (Blackpool)
Should your project be funded by UK Government Community Renewal Fund, Blackpool Council and KES (Lancaster University) will be the data controllers for any personal and/or special category data collected. You can view the Blackpool Council Privacy Notice here (https://www.blackpool.gov.uk/Your-Council/Transparency-and-open-data/Data-protection/Privacy-notices/Privacy-notices.aspx).
What information is collected?
The following personal information will be collected by KES when you engage the services of Lancaster University for the purpose of securing funding from the UK SPF, Innovate UK, Research England CCF, DSIT, ERDF, ESF, CRF or the Interreg Atlantic Area. The evidence is used to record and evidence assistance and attendance by the people and companies engaging with the funded projects:
- Name of contact point within a business (in some cases property owner) engaged with or individual engaged with
- Address
- Postcode
- Phone number
- Email address
- Labour market status prior to receiving support and up to 12 months after receiving support
- Duration of support provided
- Intensity of support provided
- Signed (wet ink and/or electronic) confirmations and/or declarations from before, during and after support
- Photo and recording of offline support such as workshops and events to evidence the event took place
- Screenshots and recordings of online support such as workshops, events and delivery of support to evidence the event took place and participants attended
- Pay details (e.g. salary, not bank details)
Special category data may also be collected in the form of data on ethnicity and disability to measure the efficacy of the funding in reaching various groups. Applicants supply this information at their own discretion and not providing this information will have no impact on the support you receive from KES or funding bodies.
Security of data
All data collected will be stored securely at Lancaster University. The University has robust Information Security policies in place to protect your information. All staff at the University have a responsibility to make sure that your data is handled securely.
For further information, please refer to the University’s Information Security Policy and Processes.
Retention of data
Lancaster University’s KES are required to retain data collected for 10 years after the close of the programme. This is to allow our funding partners to audit the records of support provided. The Lancaster University KES will also conduct periodic internal audits on this data in order to monitor and improve the support provided. Once data has reached its retention period, it will be securely destroyed.
Sharing of data
Unless there is a statutory obligation to do so, KES will not share data with any third parties, other than:
- Our funding bodies
- Our project partners
- Auditors appointed by any of the following: Lancaster University, project partners, funding bodies, Local Authority Councils, UK Government, European Union
- Third parties employed to undertake an evaluation of the effectiveness of the assistance and the funding, either during the period of assistance or after it has completed, by any of the following: European Union, UK Government, funding bodies, Lancaster University, project Lead Partners, Local Authority Councils and regional stakeholders (for example, Local Enterprise Partnerships, Growth Hubs, Chambers of Commerce)
- Law enforcement where appropriate and applicable
If you have consented to us keeping you informed of new projects and opportunities across Lancaster University which may be of interest to you, we will share your data internally via our secure internal CRM system.
When required to share information Lancaster University’s KES will only ever do so in an appropriate and secure manner.
For more information on who our funding bodies may share personal data with, please refer to their Privacy Notices. Contact details for funding bodies and partner institutions can be found at the end of this document.
Data Subjects Rights
Individuals wishing to exercise their rights under the General Data Protection Regulation (GDPR) or the Data Protection Act 2018 should contact the relevant funding bodies for further information.
Where KES (Lancaster University) is the data controller, please follow this link to find how to invoke your rights as a data subject: https://www.lancaster.ac.uk/privacy/rights-of-the-data-subject/
For more information on Lancaster University Information Governance, please contact:
Michael Abbotts, Information Governance Manager: 01524 510 841