Using Your Personal Information

Swansea University is the data controller and is committed to protecting the rights of clients and partners in line with the new General Data Protection Regulation (GDPR). Swansea University has a Data Protection Officer who can be contacted through dataprotection@swansea.ac.uk


What information do we collect about you?

We will collect the following information from individuals who register for events associated with the Swansea Science Festival:


Name of registrant (s)

Age of registrant (s)

Email address

Postcode / Country of Origin

Telephone Number



How will your information be used?

The name of registrants will purely be used for registration purposes to establish attendance and to confirm that the registrants are of the appropriate age for the session. It will also be used to confirm booking of the in person events during admittance.

The age & postcode/country of origin will be used to produce an evaluation report on those who attended & engaged with the Swansea Science Festival which will be circulate to internal and external stakeholders. Names will not be stated against age or postcode.

The parent/guardian’s e-mail address will be used to confirm receipt of registration, to send any accompanying documentation and resources for the session, and also to be contacted to fill in a survey after the event has finished.

No other details will be used in any other way by Swansea University.


What is our legal basis for processing?

Processing your personal data is necessary for the purposes of the legitimate interests pursued by the University in order to administer the University’s Swansea Science Festival.


Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation).


Who receives your information?

Information which you supply to us will be held by Swansea University.

Your personal information will be stored on our secure electronic systems and databases and can be accessed by colleagues within the University who have appropriate permissions.  Personal information is protected by the University and will not be disclosed to third party organisations without explicit consent.


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


University administrative, Development and Engagement and Marketing staff


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, saved on university secure networks while paper files will be stored in secure areas with controlled access.


How long will your information be held?


Your personal data will be held for 2 months after the festival has finished


Your responsibilities


If you have provided consent to Swansea University to process any of your data, then you also have a right to withdraw that consent and ask for your data to be erased.


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 you in the most effective way, if at all).


Please visit the Swansea University Data Protection webpages for further information in relation to your rights.


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




Bev Buckley


University Compliance Officer (FOI/DP),


Vice-Chancellor’s Office,


Swansea University,


Singleton Park,








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,












Changes to our Privacy Policy


Any changes we make to our privacy policy in the future will be posted on this page and where appropriate you will be notified by email.