Use of Bodyswaps Software for Interpersonal Skills Development – Privacy Notice

Introduction

This Privacy Notice explains the types of personal data we may collect and how we process it when using Bodyswaps Software for Interpersonal Skills Development. It explains how we store and manage that data and keep it safe.

This Notice applies to you if you are required to use the Bodyswaps Software for Interpersonal (soft) Skills Development as part of your studies within Canterbury Christ Church University, whichever delivery hardware platform is to be used. The platforms include VR HMDs (Head Mounted Displays) headsets, laptops, PCs, and mobile devices such as tablets and mobile phones.

We may need to update this Privacy Notice from time to time and will notify you of any significant changes. You are welcome to come back and check it whenever you wish. We welcome any comments on this Privacy Notice and will take your comments into account when updating the Notice.

1. What personal information do we collect about you and how we use it?

In order for you to use Bodyswaps Software for Interpersonal Skills Development we collect the following information about you:

  • Your name,
  • Your university email address
  • The name of the course you are studying
  • Assessments of your performance and feedback for further skill development
  • Login details credentials and license key issued

We collect and store this information for the purposes of:

  • Providing you with a license code that give you access to the software application
  • Tracking your progress and development of your interpersonal (soft) skills over the period of use of the Bodyswaps software application.

2. The legal basis we use to process your data

Data protection law sets out reasons for collecting and processing your personal data. In this section, we outline the legal basis the University uses to process your data for the purposes listed above.

Public task

We may need to process your data where we are required to perform a task in the public interest or for our official functions.

We will need to process your personal data under this lawful basis for the following reasons:

  • Provision of Learning and Teaching activities relating to the purposes stated above
  • Providing facilities and services central to studies such as computing access to hardware and software resources to be able to use the Bodyswaps software.

5.3.4 The legislation relating to processing data under this lawful basis can be found in UK GDPR, Article 6(1)(e):

(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

3. Who do we share your personal data with?

We will share your personal data with Bodyswaps for the specific purposes listed above.

Please be aware that Bodyswaps uses innovative technologies within their software powered by Artificial Intelligence.

More information regarding how your personal data is processed by Bodyswaps can be found in their Privacy Policy.

You have the Right to Object to the processing of your personal data for the purposes listed above. This right is not absolute. If you object to the processing of your personal data to be used for the purposes listed above, you may not be able to use Bodyswaps Software for Interpersonal Skills Development.

Further information regarding your data subject rights and how to contact Canterbury Christ Church University Data Protection Officer are available on our website.

4. How long do we keep your personal data?

Your account on the Bodyswaps online student management and progression tracking system will be removed once you have completed your studies on your chosen course at the university, or once you have completed your Bodyswaps training, whichever is sooner.

5. How we protect and store your personal information

We know data security matters to our students and so we treat your data with the utmost care and take all appropriate steps to protect it. We are committed to the data protection principles of good practice for handling information and hold all personal information securely.

The University has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

Where the University engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of your personal data.

6. Your rights as a data subject

You have the right to ask for a copy of the information we hold about you and there is no charge for this. You can make a request orally or in writing and we will respond within one calendar month. You can find our subject access request form here.

If you would like to request information, you can e-mail us at the following address: information.governance@canterbury.ac.uk

Further information regarding your data subject rights and how to contact Canterbury Christ Church University Data Protection Officer are available on our website.

7. Roles and responsibilities

If there is anything you are unclear about, you can contact our Information Governance team, which is happy to answer any queries you may have about this Notice or how we process your data.

8. Contacting the regulator

If you feel that your data has not been managed correctly, you have the right to make a complaint to the Information Commissioner’s Office. The contact details for the ICO are:

Website: https://ico.org.uk/make-a-complaint/

LiveChat: https://ico.org.uk/global/contact-us/contact-us-public/public-advice/

Telephone: 0303 123 1113

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