Privacy notice – IOP Teacher Training Scholarships

Who is collecting the data?

The Institute of Physics (‘IOP’, ‘we’, ‘us’ or ‘our’) is a scientific membership society working to advance physics for the benefit of all. IOP’s registered office is 37 Caledonian Road, London, N1 9BU and we are a registered charity in England and Wales, charity number 293851, and in Scotland, charity number SC040092. We are registered on the Information Commissioner’s Office Register of Data Controllers, registration number Z6802378.

If you wish to talk through anything in this notice, find out more about your rights or wish to exercise them, please contact our Data Protection Officer who will be happy to help.

• By post: Data Protection Officer, IOP, 37 Caledonian Road, London, N1 9BU
• By email: [email protected]

This notice was last updated on 19 February 2024.

When does the notice apply?

This notice applies solely to the collection and use of your personal information to process your scholarship application and administer the Initial Teacher Training Scholarship scheme. We run this scheme in partnership with The Department of Education (“DfE”) and have subcontracted The Ogden Trust to deliver elements of the scheme on our behalf. 

If your scholarship application is successful, as one of the benefits of the scholarship, you will be registered for free IOP membership for your teacher training year. To find out about our collection and use of your personal information to administer membership services, including information we collect when you open our emails or use our websites, please read our privacy notice and cookie policy.

The categories of information that we process include

We collect personal data you provide to us from your application form when you apply for a scholarship. This includes:

• personal identifiers and contacts (including Name, Contact details, Date of birth and Address);
• characteristics (including gender);
• information relating to your education and career (including Career status, Degree subject, Degree class and University);
• personal details about referees you provide in support of your application; and
• we may also collect data on a voluntary basis.

Purpose of the processing and legal basis for the processing

We collect and use your information to process your scholarship application and administer the scholarship scheme and such processing is necessary to take steps at your request prior to entering into a scholarship arrangement with you and/or for performance of that arrangement. This includes such processing where The Ogden Trust, as our subcontractor, delivers certain elements of the scholarship scheme on our behalf.

We will share your personal data with the DfE who may retain and use your information for the purposes of teacher recruitment and retention statistics. The legal basis for the DfE processing this data is that such processing is necessary for the DfE to perform a task in the public interest pursuant to Section 14 of the Education Act 2002.

The DfE manage the Get into Teaching Service. This service helps individuals get into teaching by providing tailored advice and information about teacher training, teaching as a career and events. By sharing your personal data with DfE, you may be contacted by one of their Teacher Training Advisers. The Teacher Training Advisers support aspiring teachers and guide them through the journey in pursuing an initial teacher training application. The Adviser team are experienced former teachers and are able to support candidates who apply to the scholarship programme. Your data will only be processed in this way if you give your consent to being registered with the DfE Get into Teaching Service.

We may also share your details with the DfE to enable them to contact you for the purposes of research and evaluation of the scholarships programme to understand the impact and effectiveness of the programme in achieving its objectives and to identify potential improvements to the customer journey. Your data will only be processed in this way if you give your consent.

Who we share your information with

We have appointed The Ogden Trust (“Ogden”) to deliver certain elements of the scholarship scheme on our behalf, including the provision of mentoring. As our subcontractor and data processor, Ogden will process the following personal data:

• Initial Teacher Training (ITT)/Scholarship subject, ITT start year, ITT provider, ITT provider type, Title, First name, Last name, Date of birth, Gender, Address, Postcode, Email address, Telephone number, Degree subject, Status of scholarship application, Engagement with the programme and attendance, and Bank details (for the payment of travel bursaries).

We will share the following information with the DfE, who is the controller of that data in relation to your scholarship application and administration, and is a joint controller of that data in all other situations:

• ITT/Scholarship subject, ITT start year, ITT provider, ITT provider type, Title, First name, Last name, Address, Postcode, Email address, Telephone number, Date of birth, Gender, Degree subject, Degree class, University attended, Year graduated, Higher degree (if applicable) and Status of scholarship application.

DfE have appointed Tele Performance UK (TPUK) to process personal data on their behalf in the role of Advisers and Call Agents.

They will process the following data when providing the Get Into Teaching Service:

• communications between the TPUK adviser/call agents and you;
• your qualifications;
• the type of ITT course you’re interested in;
• school experience you've undertaken;
• languages you can speak and/or teach;
• barriers or concerns you have that may prevent you from starting an ITT course; and
• your previous work experience/career history.

DfE’s Data Protection Officer can be contacted as follows: Emma Wharram, 7&8 Wellington Place, Wellington Street, Leeds LS1 4AP. Email: [email protected].

With your consent and for the purposes of the “Get into Teaching Service”, DfE will share the following information with Teacher Training Advisers, who process the information on DfE’s behalf to provide advice to you to support your journey towards a new career in teaching:

• First name, Last name, Date of birth, Email address, Telephone number, Country of residence, ITT/Scholarship subject and ITT provider name.

With your consent for the purposes of research and evaluation DfE may share the following information with a research contractor to undertake part of the programme evaluation activity on behalf of the DfE. They will use the data as a sampling frame to contact individuals to take part in interviews or surveys, to evaluate the programme. They may also link the answers from these surveys/interviews to other information within the data, such as subject taught (where applicable).

• Scholarship subject, First name, Last name, Date of birth, Postcode, Address, Phone number and Email address.

When we share your data with DfE this is pursuant to a data sharing agreement between us. Under that agreement we are the point of contact for any queries or requests you have in respect of your data. The agreement sets out the purposes for which we and DfE may process and share your personal data (such purposes being as notified to you in this notice) and our agreement to cooperate to protect your personal data and deal with any requests you may have.

Retention period

Your personal data may be kept by us for 10 years and by DfE for 10 years as retention and progression are of prime interest to DfE.

We or DfE may need to keep your personal information indefinitely for research and statistical purposes. We or DfE will put in place necessary measures to safeguard this information.

International transfers

The data you provide will not be transferred outside the United Kingdom or the European Economic Area.

Your rights

Under data protection legislation, individuals have the right to request access to information about them that we hold. To make a request for your personal information, contact our Data Protection Officer:

• by post: Data Protection Officer, IOP, 37 Caledonian Road, London, N1 9BU
• by email: [email protected]

You also have the right to:

• object to processing of personal data that is likely to cause, or is causing, damage or distress;
• prevent processing for the purpose of direct marketing;
• object to decisions being taken by automated means;
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• seek redress, either through the Information Commissioner’s Office, or through the courts.

Complaints

If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.