This privacy notice tells you what to expect when the Engineering Education Scheme Wales (EESW) collectes information from you.  We treat privacy and confidentiality very seriously, and all information we collect, process, and store complies with the General Data Protection Regulation 2016/679 (GDPR) and the Data Protection Act 2018 (DPA). 

Collection purpose

To take part in our activities, we will collect personal data from you.  This is for our own purposes of monitoring and evaluating our activities, but may also be used for reporting to our various funders.  The information you provide will be processed by us so that we can record involvement with our activities.  We are the Data Controller for this information.  As the Data Controller, we are responsible for deciding how your personal data is processed and for what purposes.  When data is used for research purposes no identifiable data will be published without explicit consent from the individual; e.g. case studies.  For a list of information we collect on individuals, please download the EESW Privacy Notice - Further Information.  

If you are a participant who either lives or studies in West, North Wales and the Valleys (or teacher who works in a school/college within this region), EESW will also collect additional data from you as part of the STEM Cymru 2 operation as the Data Processor.  For a full list of data collected for the STEM Cymru 2 operation, please refer to STEM Cymru 2 Participant Data Privacy Notice.  

Lawful basis for processing your data

The relevant lawful bases within the GDPR for collecting your personal data are:

  • Consent
  • Legal obligation
  • Public task
  • Legitimate interests


Special category (sensitive) data

The GDPR recognises that some types of personal data are more sensitive, and are classed as “special category data”.  EESW may collect data about an individuals’ health to enable participation in some of our activities, specifically referring to medical conditions or allergies, for purposes of visits to companies or overnight stays at universities. 

EESW collects and processes this data in the interest of the data subject to ensure that individuals are safeguarded, particularly young people (the participant).  This data is collected with explicit consent from the parent/guardian/teacher.  For a list of special category data collected, please refer to the EESW Privacy Notice - Further Information.  

Who else will receive my data?

This privacy notice states how the information is used and who will have access to it.  EESW only shares information with third parties where absolutely necessary. 

Third parties include:

  • The Welsh Government / Welsh European Funding Office for participants of the STEM Cymru 2 operation.
    For details of how they may use your data please see STEM Cymru 2 Participant Data Privacy Notice
  • Accountants and auditors for financial obligations (where applicable)
  • External evaluators appointed by EESW


EESW uses email marketing campaigns to teachers, schools and participants (EESW and Headstart Cymru only where participants are 16 or over).  The MailChimp website is hosted outside of the European Economic Area and the only data that is uploaded by EESW to MailChimp includes name, school/company and email address.  MailChimp are committed to achieving complaince with the GDPR and has self-certified to both the EU-U.S. Privacy Shield and Swiss-U.S. Privacy Shield regimes, and lawfully transfers EU/EEA personal data to the U.S. pursuant to our Privacy Shield Certification.  If you would like to opt-out at any time, please click the unsubscribe link at the bottom of the email.  Please note that if you unsubscribe we may keep a record of your personal information to ensure that we do not send any further communication. 

Retention period

For verification purposes, any data that your provide us with will be retained in line with our document retention policy for at least three years following the end of the STEMCymru 2 operation and could be as late as 31 December 2026. 

Your rights

You have a number of rights in relation to your personal data, as follows, however not all of the rights apply in all circumstances. 

  1. The right to be informed – this privacy notice sets out what information is collected and who it will be shared with
  2. The right of access – you have a right to access the personal information we hold about you
  3. The right to rectification – you have the right to have any inaccurate information rectified or completed if it is incomplete. You can make this request verbally or in writing. 
  4. The right to erasure – Generally, participants do not have the right to erasure because this right does not apply if using the public task lawful basis. The only circumstances under which this right would apply would be if participants’ personal data is no longer necessary for the purpose which you originally collected or processed it for, or if you have processed the personal data unlawfully.
  5. The right to restrict processing – this right only applies where you are contesting the accuracy of the data, the data has been unlawfully processed or if you have objected to processing and we are considering your case
  6. The right to portability - under the lawful basis of data collection for WEFO this right is removed.
  7. The right to object – you have the right to object however you must given specific reasons and we/WEFO may be able to demonstrate legitimate grounds for overriding your objection.
  8. Rights in relation to automated decision making and profiling – we/WEFO will not undertake any automated decision-making so this right does not apply.

For more information, please refer to https://ico.org.uk/your-data-matters/

Who should you contact?

If you have any questions/queries relating to the above, or to make a Subject Access Request request, please contact info@stemcymru.org.uk 

If you want to exercise any of these rights, please contact our data protection lead either verbally or in writing:

Bob Cater
EESW
Waterton Centre
Bridgend
CF31 3WT 

Telephone: 01656 669381
Email: bobcater@eesw.org.uk

Your query will be referred to the Welsh European Funding Office as the Data Controller and you will receive a response within the required time limit (one month in most circumstances). 

You are also entitled to lodge a complaint with the Information Commissioner’s Office (ICO) who is the independent regulator for data protection as below:

Information Commissioner’s Office – Wales
2nd Floor, Churchill House
Churchill Way
Cardiff
CF10 2HH

Telephone: 016 2554 5297
Email: wales@ico.org.uk

Changes to this Privacy Notice

This privacy notice was last updated on 7th September 2018.  We keep this privacy notice under regular review and may change it from time to time by updating this page in order to reflect changes in the law and/or privacy practices.  We would encourage you to check this privacy notice for any changes on a regular basis.