Skip to content

Introduction

The University of Chester is committed to protecting the rights and freedoms of individuals as detailed in relevant Data Protection legislation including looking after any personal data that it collects, uses or hold. This Data Processing and Privacy Notice describes how and why we collect and use personal information about you. It is issued under your right to be informed about how the University collects, uses and stores your personal data.

Chester Student Dog walkers is a student-led volunteer project, supported by the Volunteering and Mentoring team within Student Futures, where student volunteers will walk dogs for members of the local community who, due to a variety of reasons, can no longer walk their dog regularly. Members of the community who wish to have their dog walked will need to complete an application form to be returned to the Chester Student Dog Walkers Project leaders, who will then match them with a pair of volunteers who will walk their dog on a weekly basis.

Data Protection Principles

We will comply with data protection legislation, which says that the personal information we hold about you must be:

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely

What Personal Data does the University collect?

As part of this project, members of the community who wish to have their dog walked will need to complete an application form with the following personal data:

Name, Address, Contact number, Email address

The application form does include a disclaimer that the University will need to process this data as part of the project, participants will need to indicate that they consent for their data to be collected and held.

What Special Category Data does the University Collect?

No special category data will be held as part of this project.

Why does the University need this data and how will the University use this data?

The data required is essential to run the project safely and effectively. As the volunteers will be meeting the participant at their house to collect and return their dog for a walk on a weekly basis, it is essential that the University and the Project leaders are aware of where the volunteers will be going as part of the project. The data is also required in the event that a participant contacts the University about the project.

What is the Legal Basis for processing the data?

The data is processed lawfully according to Article 6 point:
1.a) The data subject has given consent to the processing of his or her personal data for one or more specific purposes- The data will only be collected following the participant’s submission of the application form to request a volunteer dog walker.

1. d) Processing is necessary in order to protect the vital interests of the data subject or of another natural person- Collecting and holding this data will be necessary to deliver the project goal of assigning volunteer dog walkers; and also for the safeguarding purposes of the participants and the volunteers.

For how long will the University keep this Data?

The data will be held for the duration of the participant’s involvement in the scheme, + 1 year. After this time the personal data will be deleted.

Who has access to the data and with whom will the University share this data?

Access to all the participant’s data will only be available to the following:

Staff within the University of Chester Volunteering Team- Volunteer Administrator; Volunteer Coordinator; Mentoring Project Officer and Mentoring Administrator. For technical support the Student Futures Research and Development officer will also have access.

The Student Project Leaders (these project leaders have been interviewed and taken part in the essential Project leader training).

Data on individuals within the project will be shared with:

The Volunteer Dog walkers, who will only receive data for their assigned dog owner.

In the event of any incidences, the details of individuals within the project may be shared within Student Futures e.g. Student Futures Director, Proctor and Community Liaison. In certain situations it may be necessary to share the data with the Police or other emergency services.

How will the University keep this data secure?

Any application forms that are completed by members of the public to participate in the project, will be processed onto the Dog owner’s spreadsheet, which will be hosted on the University secure network.

If any members of the public complete paper copies of these application forms, these will be scanned then shredded.

Copies of the application forms will be kept on the University network according to the retention period.

The Dog owner’s spreadsheet will be hosted on the University’s secure network, with access to this spreadsheet only available to the staff and project leaders as detailed above. The student project leaders will not be able to share this with other students, only staff will have this capability. Once the Student project leaders are no longer involved in the project, their access will be removed.

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.

What Rights do you have as a Data Subject?

As a data subject of the University, under the Data Protection legislation, you have a number of rights with regards to your data, dependent upon the legal basis for processing that data. As such you have the right to…

  • Withdraw consent - where the University has used consent as the legal basis for processing;
  • Be informed – about how the University, collects and uses your data;
  • Access your personal data that the University holds and process;
  • Rectify or correct any inaccuracies in your personal data that we hold;
  • Be forgotten by requesting that your details are removed from the University systems;
  • Restrict the processing of your data whilst it is being verified or corrected;
  • Port your data in a machine readable and commonly used format;
  • Object to certain processing by the University including direct marketing, automated decision making, profiling, scientific/historical research and statistics;

The above rights are not absolute and may only apply in some circumstances such as being dependent upon which lawful process has been used or whether an exemption may apply.

The following table details the right that accompany each lawful basis.

  Lawful Basis to be INFORMED of ACCESS to RECTIFICATION to ERASURE (FORGOTTEN) to RESTRICT processing to DATA PORTABILITY to OBJECT AUTO-DECISION & PROFILING to WITHDRAW CONSENT
a CONSENT YES YES YES YES YES YES NO YES YES
b CONTRACT YES YES YES YES YES YES NO YES NO
c LEGAL YES YES YES NO YES NO NO YES NO
d VITAL YES YES YES YES YES NO NO YES NO
e PUBLIC YES YES YES NO YES NO YES YES NO
f LEGITIMATE YES YES YES YES YES NO YES YES NO

You may contact the University’s Data Protection Officer as necessary regarding your rights.

Who is the Data Controller and who is the Data Protection Officer?

The Data Controller is the University of Chester, Parkgate Road, Chester, CH1 4BJ. The Data Controller’s representative is Mr Adrian Lee, University Secretary, who may be contacted at the University address and on 01244 511000.

The University’s Data Protection Officer (DPO) is Rob Dawson. He may also be contacted at the University’s address and tel number and also by email on dpo@chester.ac.uk.

How to raise questions, comments, concerns, or complaints.

Should you have any questions, comments, concerns or complaints regarding the use of your personal data you should contact the University’s Data Protection Officer as detailed above.

You may also raise any concerns or complaints with the Information Commissioner’s Office who may be contacted as follows:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113.
www.ico.org.uk

Changes to this Notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.We may also notify you in other ways from time to time about the processing of your personal information.