1. 1. Introduction

The Arts and Humanities Research Council (AHRC) has commissioned the Careers Research & Advisory Centre (CRAC) to conduct an external evaluation of the first phase of its Doctoral Training Partnership scheme. The evaluation will review the effectiveness and impact of the scheme against the original aims and principles of the scheme, which will inform future investment in doctoral education.

The AHRC is committed to protecting your personal information and being clear about what information it holds about individuals and how it is used.
https://ahrc.ukri.org/about/policies/privacy-notice/

AHRC is part of UKRI, which is registered with the Information Commissioner’s Office (ICO) – registration number ZA333592; you can check this on the ICO’s website: https://ico.org.uk/about-the-ico/what-we-do/register-of-fee-payers/

1. 2. Data controllers and processors
   

For the purpose of this evaluation project, the AHRC is the Data Controller. It has appointed CRAC to design and manage an online survey within the evaluation project. As such CRAC acts as Data Processor (as defined in data protection legislation).

The AHRC’s Senior Investment Manager (Skills), Ian Broadbridge, is the first point of contact for people whose information is being processed. You can contact him by email at ian.broadbridge@ahrc.ukri.org

1. 3. How we will use your information
   

We can only use your personal information where we have a specific purpose for doing so and have told you what those reasons are.
This survey will collect responses from current students and alumni from DTPs about their views, experiences and impacts of the DTP schemes.

Results from the survey/s and interviews will be summarised in an evaluation report that CRAC will write which will assist the OfS in ensuring that the scheme operates effectively and is fit for purpose. In that report, all results will be anonymised.

The specific uses that will be made of your personal information are listed below:

• •  Your responses will be used to inform the design and delivery of the DTP scheme and to help the AHRC understand the impact of studying in a DTP on   individuals’ PhD experiences and subsequent careers.
• •  Selected information will be retained by the AHRC for the purposes of further engagement and of alumni.

If we want to use your personal information for a reason other than those purposes set out above, we will tell you before we start that use and provide further information about the new purpose(s).

1. 4. Legal basis for using your personal information
   

Under data protection legislation, we require a legal basis to be able to process your personal information for the purposes set out above.

The collection and use of your personal information will be based on you providing your explicit consent.

Withdrawal of consent
Consent must be a clear positive action that you have given your agreement to the use of your personal information, and consent can also be withdrawn at any point if you are no longer happy with the use of your personal information for a specific reason. If you to wish to withdraw consent, please do so by contacting the person specified in section 2 of this notice. Once consent is withdrawn, we will destroy all relevant personal information unless we are relying on a different legal basis to justify keeping your personal information. If that is the case, we will tell you in writing. However, withdrawing your consent does not affect the lawfulness of processing based on consent before you withdrew consent.

1. 5. What personal information we will collect
   

The personal information we will collect and use as part of this project is set out below:

• •  Name
• •  The name of the university you currently study at, or have graduated from
• •  Gender
• •  Age
• •  Nationality
• •  Ethnicity
• •  Your student status and/or employment circumstances

1. 6. Who we give your personal information to
   

The information you submit will be compiled by CRAC and will be stored by the AHRC for the purposes above. Aggregate level results may be published but you will not be identifiable from any of the published outputs of that research (other than in exceptional circumstances in which case it will only be with your explicit agreement). Beyond this, we will not pass your information to any other organisation except where required to do so by law.

1. 7. Where your personal information will be stored
   

CRAC will create the online survey using the Surveymonkey software platform (which is a sub-processor, according to data protection legislation). During data collection, the data may be stored on servers residing outside the UK. Surveymonkey adheres to the highest possible industrial standards for information security:
https://www.surveymonkey.com/mp/legal/privacy-policy/

The information you submit will be compiled by CRAC in order to develop aggregate-level results from survey responses to include in our report to the AHRC. You will not be identifiable from any such outputs. We will not pass your information to any other organisation except where required to do so by law.

If you wish to submit responses to these surveys in another format, please contact:
rachel.handforth@crac.org.uk

1. 8. Your rights over your personal information

Once your personal information has been collected, you have certain rights in relation to that personal information that may be exercised. You have the right to:

• •  Ask for a copy of your personal information
• •  Correct inaccurate personal information held about you
• •  Ask for your personal information to be deleted (within certain limits)
• •  Restrict processing of your personal information
• •  Ask for a copy of your information in a format that allows easy transfer (“data portability”)
• •  Object to automated decision making or profiling (if these take place)

All these rights have certain limitations depending on the request and the purpose for which we are holding your personal information. Further information can be found about these rights and the AHRC’s processes for handling such requests at:
https://ahrc.ukri.org/about/policies/privacy-notice/

1. 9. How we protect your personal information

The AHRC and CRAC have a number of security measures in place to protect your personal information, listed below:

• •  All staff are required to undertake training in data protection and information security on joining the organisation and then on an annual basis
• •  Formal information security policies that must be read and understood by all staff
• •  Personal information and special data is only available to those members of staff who require access as part of their role
• •  CRAC’s information and data systems are accredited through the Cyber Essentials scheme
• •  CRAC is in the process of obtaining accreditation with the ISO27001 Information Security standard (expected 2020).

1. 10. How long we will hold your personal information

We are only able to retain a copy of your personal information as long as it is still needed for the purpose(s) for which it was collected.

The personal information you have submitted will be removed from the SurveyMonkey platform by 31 December 2020 and retained by CRAC until no later than 31 March 2021. Selected data will be held by the AHRC longer than this for the purposes set out above.

1. 11. Complaints about the use of your personal information

If you are unhappy with the way in which your personal information has been handled, please contact us via ian.broadbridge@ahrc.ukri.org who will try to resolve your issue informally.

If we are not able to resolve the issue to your satisfaction, you can make a complaint to the data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO) which can be contacted at:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire   SK9 5AF

Tel: 0303 123 1113; Email: casework@ico.org.uk

1. 12. Changes to this privacy notice

We keep our privacy notices under regular review and we will inform you of any changes to this notice in writing.

This privacy notice was last updated on 10 August 2020.