University Tracker Privacy Notice

As part of our commitment to social responsibility, THE Knowledge Partnership, is committed to compliance with data protection laws, regulations, and rules. Read our Terms and Conditions here. 

This Privacy Notice statement contains information about our policy regarding the collection and use of data for the University Tracker.  

WHO ARE WE? 

We are THE Knowledge partnership, a dedicated higher education consultancy, supporting universities with data insight to enhance student recruitment, portfolio management and university reputation. THE Knowledge Partnership is owned by THE (Times Higher Education).

We are based at: 
The Knowledge Partnership 
26 Red Lion Square 
London 
WC1R 4HQ 

Any queries relating to data protection can be addressed to our Data Protection Officer at admin@theknowledgepartnership.com  

OUR ROLE 

THE Knowledge Partnership is a controller of your data, that means we are trusted to look after and deal with your personal information in accordance with this policy. We determine the ways and means of processing and must therefore be accountable for it.

We will ensure that all personal information supplied is processed in accordance with applicable Data Protection legislation and industry guidance including:

• The EU General Data Protection Regulation (GDPR) 2018
• UK GDPR
• Data Protection Act 2018
• Market Research Society’s (MRS) Code of Conduct
• ICC/ESOMAR (European Society for Opinion and Marketing Research) International Code on Market and Social Research

YOUR RIGHTS 

You have rights in respect of our processing of your personal data.

You have the right to ask us for copies of your personal information.

Your right to rectification: You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing: You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing: You have the right to object to our processing your information in certain circumstances. Your right to object to marketing is absolute.

Your right to data portability: In some circumstances you have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if you gave us the data, and if we are processing information based on your consent or under a contract, or in talks about entering into one, and the processing is automated.

If you want to exercise any of these rights, please just contact us on admin@theknowledgepartership.com

You also have the right to lodge a complaint about our processing with a supervisory authority — in the UK that is the ICO whose details are here: https://ico.org.uk/make-a-complaint/

We are currently in the process of appointing a European representative and will update this notice when the representative is confirmed.

TECHNICAL AND OPERATIONAL SECURITY 

All data is password protected, access controlled and backed up securely. Encryption is used where appropriate.

Data Protection training is carried out by all employees to ensure that they are aware of their obligations related to data privacy.

‘Least privilege’ access is applied across the business to ensure that users do not have access to data that they do not need to have.

Single Sign-On and 2-Factor Authentication is used across the business to ensure that access to tools and services are securely protected.

All devices used in the process of the work carried out across the organization are actively secured and managed using enterprise mobility management technology.

WHAT HAPPENS IF OUR COMPANY CHANGES HANDS? 

In the event that the company changes hands, any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, depending on the lawful basis, be permitted to use that data only for the same purposes for which it was originally collected by us. 

In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes. 

CHANGES TO OUR POLICY 

We may change this Privacy Notice from time to time (for example, if the law changes). We recommend that you check this page regularly to keep up-to-date. If we make any material changes to the manner in which we process and use your personal data, we will contact you to let you know about the change.

TELL ME MORE

To see more about how we use your personal data read the notice or notices which apply best to your relationship with us:

I AM A STAFF MEMBER OF A PUBLIC/PRIVATE COMPANY OR CHARITY

As a staff member of a company or charity, we will process the type of organisation you work for, the sector the organisation is in, where the organisation is based, the number of employees the organisation has and the answers to any survey questions you have provided.

Your contact details are not shared with us and are maintained only by the external supplier or by the university that invited you to participate in this survey.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across universities within the higher education market.

I AM A PROSPECTIVE STUDENT APPLYING OR PLANNING TO APPLY TO A UNIVERSITY

As a prospective student, we will process your gender, your age, your country, your region if based in the UK, your ethnicity, and the answers to any other survey questions you have provided.

Your contact details are not shared with us and are maintained only by the external providers that invited you to participate in this survey.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across universities within the higher education market.

I AM A MEMBER OF THE GENERAL PUBLIC

As a member of the general public, we will process your ethnicity, your gender, your social class, your age, your region and the answers to any other survey questions you have provided.

Your contact details are not shared with us and are maintained only by the external providers that invited you to participate in this survey.

Once received, your responses are aggregated to make them anonymous and used towards our measure of brand impact across universities within the global education market.

LAWFUL BASIS FOR PROCESSING

Our lawful basis for processing your data is legitimate interest. In your role, you will not be surprised to hear from us. Our legitimate interest balancing test indicates that this is a legitimate purpose: you would not be surprised to hear from us based on the nature of your job role or studies, and our processing does not cause any harm or risk to you as a data subjects.

DATA SHARING AND TRANSFER

Like most entities, we use a number of other companies as part of our data processing, for example cloud services and research tools. We have Data Processing Agreements in place with these providers. Where data is transferred outside of the UK & EEA, we ensure that appropriate protection and mechanisms are in place, for example, Standard Contractual Clauses. We do not sell your data to anybody.

RETENTION PERIOD

Contact data is processed only for the time taken to prepare and send the research questionnaire. Responses are deleted from the survey tool after 18 months of the survey closing and aggregated prior to reporting to ensure anonymity.