1. Introduction

The Royal Academy of Engineering has commissioned the Careers Research & Advisory Centre (CRAC), supported by the Institute for Employment Studies (IES), to conduct an evaluation of its Engineering Leaders Scholarships (formerly Engineering Leaders Award) programme.

The Royal Academy of Engineering is committed to protecting your personal information and being clear about what information it holds about individuals and how it is used:

https://www.raeng.org.uk/terms-and-conditions/privacy-policy

The Royal Academy of Engineering is registered with the Information Commissioner’s Office (ICO) – registration number Z5532423

 

  1. Data controller and processors

For the purpose of this evaluation project, the Royal Academy of Engineering is the Data Controller. It has appointed CRAC to design and manage one or more online surveys within the evaluation project and IES to implement these surveys. As such both CRAC and IES act as Data Processors (as defined in data protection legislation).

The Royal Academy of Engineering’s Head of Education Programmes, Lynda Mann, is the first point of contact for people whose information is being processed. You can contact her by email at lynda.mann@raeng.org.uk.

IES are using SNAP Surveys as a sub-processor to administer the surveys – more information about SNAP is available in section 7 of this notice.

 

  1. 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 and related interviews will collect responses from current and previous participants of the Engineering Leaders Award/Scholarship schemes about their views, experiences and perceived impacts of these programmes.

Results from the survey/s and interviews will be summarised in an evaluation report that CRAC will write which will assist the Royal Academy of Engineering to ensure that the award scheme operates effectively and is fit-for-purpose. In that report, all results will be anonymised (unless your explicit permission is sought to name you, for example to publish a case study).

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 award programme and to help understand its impact of individuals’ careers.
  • Selected information will be retained by the Royal Academy of Engineering for the purposes of future evaluations.

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. 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. What personal information we will collect

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

  • Name (in order to match responses to any information already held by the Royal Academy of Engineering)
  • Gender (optional)
  • Ethnicity (optional)
  • Disability (optional)
  • Employment circumstances (optional)
  • Current contact details (optional – for the purposes of participation in an interview).

 

  1. Who we give your personal information to

The information you submit will be compiled by IES and CRAC and may subsequently be stored by the Royal Academy of Engineering 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. Where your personal information will be stored

IES will create the survey/s using Snap Surveys software and these are being hosted on a Snap WebHost server maintained by Snap Surveys. During data collection, the data are stored in an encrypted state on servers residing only in the UK. Snap Surveys holds an ISO 27001 certificate, the highest possible standard for information security.

Snap Surveys' GDPR policy for its WebHost service is available at:
https://www.snapsurveys.com/gdpr/gdpr-snap-webhost/

Snap Surveys' security policy is available at:
https://www.snapsurveys.com/gdpr/security-measures/

If you wish to submit responses to these surveys in another format, please contact:
robin.mellors-bourne@crac.org.uk

 

  1. 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 Royal Academy of Engineering’s processes for handling such requests at:

https://www.raeng.org.uk/terms-and-conditions/privacy-policy

 

  1. How we protect your personal information

The Royal Academy of Engineering, CRAC and IES 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 thereafter periodically;
  • Formal information security policies that must be read and understood by all staff;
  • Personal information is only available to those members of staff who require access as part of their role;
  • IES and 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 spring 2021).

 

  1. 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 SNAP surveys platform by 31 July 2021 and retained by CRAC and IES until no later than 30 October 2021. Selected data will be held by the Royal Academy of Engineering longer than this, for the purposes set out above, subject to your permission.

 

  1. 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 lynda.mann@raeng.org.uk who will try to resolve your issue informally.

If we have are not able to resolve the issue to your satisfaction, you can also make a complaint to the data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO) and they 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. 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 7 May 2021.