Notice

Education Programme – Request for information

Published 25 October 2023

1. Data Protection 

In the course of submitting the form to provide information on your organisation’s capacity to develop potential future education interventions linked to a UK mission, you have provided information about yourself (‘personal data’). We (the UK Space Agency) are the ‘data controller’ for this information, which means we decide how to use it and are responsible for looking after it. This notice sets out how we will process your personal data, and your rights. It is made under Article 13 of the UK General Data Protection Regulation (UK GDPR). 

2. The type of personal information we collect  

We will collect and process the following personal data: 

• Personal identifiers (name and contact details). 

There will be no automated processing of personal data. 

3. How we will use your data 

We will use your data to help inform our approach and content of future calls for ideas and discover how the UK Space Agency can best allocate and resource future support. 

We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent separately to use it for that new purpose. 

The legal basis for processing your personal data under Article 6 of the UK GDPR is: 

• 1(a)Consent: You consent to the processing of your personal data for one or more specific purposes. Should you change your mind, you can withdraw consent at any time by contacting the UK Space Agency Data Protection team – see the Contact Us section for details. 

4. Who has access to your data? 

Access to your data held by the UK Space Agency will only be provided to staff within the agency who need to view it as part of their work in carrying out the purposes described above. 

5. Retaining your data 

We will retain your personal data until 28 February 2024. If you notify us sooner that you wish to withdraw your consent, your information with be expunged from our systems within 3 working days. Anonymised and non-personal data relating to the submission may be kept for up to 5 years for statistical purposes. 

6. Where we store and use your data 

Your personal data will be processed in the UK within secure UK government systems which use the Government Microsoft 365 environment and are hosted in UK-based data centres. As your personal data will be stored on our IT infrastructure it will be shared with our data processors Microsoft and may be transferred and stored securely outside the UK. Where that is the case it will be subject to equivalent legal protection through an adequacy decision, the use of Standard Contractual Clauses or a UK International Data Transfer Agreement. We will not make additional copies of personal data to store outside of this environment. 

Where your personal data is processed outside UK, the following safeguards will be in place: 

• UK Adequacy Regulations (this includes EEA and all countries covered by an adequacy decision in respect of a third country by the European Commission) 

Personal data supplied on the MS Form will be collated and stored as such within the UK Space Agency Office 365 environment. Access will be appropriately limited to staff actively involved in the project.  

7. Your data protection rights 

You have the right to request information about how your personal data are processed, and to request a copy of that personal data. 

You have the right to request that any inaccuracies in your personal data are rectified without delay. 

You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement. 

You have the right to request that your personal data are erased if there is no longer a justification for them to be processed. 

You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted. 

You have the right to object to the processing of your personal data where it is processed for direct marketing purposes. 

You have the right to withdraw consent to the processing of your personal data at any time. 

To exercise your rights please contact the Data Protection Officer using the contact details below. 

8. How to contact us 

If you have any questions or concerns about our use of your personal information, you can contact us in the first instance at: 

UK Space Agency Data Protection Manager Email: gdpr@ukspaceagency.gov.uk  

If you are unhappy with the way we have handled your personal data, please write to the department’s Data Protection Officer in the first instance using the contact details above.  

DSIT Data Protection Officer, Department for Science, Innovation and Technology, 1 Victoria Street, London SW1H 0ET. Email: dataprotection@energysecurity.gov.uk  

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an UK independent regulator. The Information Commissioner can be contacted at: 

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow, Cheshire SK9 5AF 

Helpline number: 0303 123 1113  

ICO website  

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts. 

9. Updates to this notice 

If this privacy notice changes in any way, we will issue a revised notice promptly. The version number and date of issue can be found in the footer section of each page. Please avoid retaining local or offline copies of this notice in case changes are made. A version history will be maintained within the UK Space Agency Records Management system for audit and accountability. 

If these changes affect how your personal data is processed, we will take reasonable steps to let you know.