Introduction

CEM is a leading provider of assessment and monitoring systems including baseline, attitudinal, diagnostic and entrance tests. In order to carry out their activities, CEM processes personal data. Please read the privacy information below – Part 1 comprises Durham University’s Generic Privacy Notice and Part 2 comprises privacy information specific to the activities of CEM.

PART 1 – GENERIC PRIVACY NOTICE

Durham University’s responsibilities under data protection legislation include the duty to ensure that we provide individuals with information about how we process personal data. We do this in a number of ways, one of which is the publication of privacy notices. Our privacy notices comprise two parts – a generic part and a part tailored to the specific processing activity being undertaken.

Data Controller

The Data Processor is Durham University (CEM). If you would like more information about how the University uses your personal data, please see the University’s Information Governance webpages or contact:

Information Governance Unit
Telephone: (0191 33) 46246 or 46103
E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.

Data Protection Officer

The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it. If you have any concerns regarding the way in which the University is processing your personal data, please contact the Data Protection Officer:

Jennifer Sewel
University Secretary
Telephone: (0191 33) 46144
E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.

Retention

The University keeps personal data for as long as it is needed for the purpose for which it was originally collected. Most of these time periods are set out in the University Records Retention Schedule.

 

Your rights in relation to your personal data

Privacy notices and/or consent

You have the right to be provided with information about how and why we process your personal data. Where you have the choice to determine how your personal data will be used, we will ask you for consent. Where you do not have a choice (for example, where we have a legal obligation to process the personal data), we will provide you with a privacy notice. A privacy notice is a verbal or written statement that explains how we use personal data.

Whenever you give your consent for the processing of your personal data, you receive the right to withdraw that consent at any time. Where withdrawal of consent will have an impact on the services we are able to provide, this will be explained to you, so that you can determine whether it is the right decision for you.

Accessing your personal data

You have the right to be told whether we are processing your personal data and, if so, to be given a copy of it. This is known as the right of subject access. You can find out more about this right on the University’s Subject Access Requests webpage.

Right to rectification

If you believe that personal data we hold about you is inaccurate, please contact us and we will investigate. You can also request that we complete any incomplete data.

Once we have determined what we are going to do, we will contact you to let you know.

Right to erasure

You can ask us to erase your personal data in any of the following circumstances:

  • We no longer need the personal data for the purpose it was originally collected
  • You withdraw your consent and there is no other legal basis for the processing
  • You object to the processing and there are no overriding legitimate grounds for the processing
  • The personal data have been unlawfully processed
  • The personal data have to be erased for compliance with a legal obligation
  • The personal data have been collected in relation to the offer of information society services (information society services are online services such as banking or social media sites).

Once we have determined whether we will erase the personal data, we will contact you to let you know.

Right to restriction of processing

You can ask us to restrict the processing of your personal data in the following circumstances:

  • You believe that the data is inaccurate and you want us to restrict processing until we determine whether it is indeed inaccurate
  • The processing is unlawful and you want us to restrict processing rather than erase it
  • We no longer need the data for the purpose we originally collected it but you need it in order to establish, exercise or defend a legal claim and
  • You have objected to the processing and you want us to restrict processing until we determine whether our legitimate interests in processing the data override your objection.

Once we have determined how we propose to restrict processing of the data, we will contact you to discuss and, where possible, agree this with you.

Making a complaint

If you are unsatisfied with the way in which we process your personal data, we ask that you let us know so that we can try and put things right. If we are not able to resolve issues to your satisfaction, you can refer the matter to the Information Commissioner’s Office (ICO). The ICO can be contacted at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: Information Commissioner’s Office

 

PART 2 – PRIVACY NOTICE FOR CEM

This section of the Privacy Notice provides you with the privacy information that you need to know before you provide personal data to CEM for the particular purpose(s) stated below.

Type(s) of personal data collected and held by Centre for Evaluation and Monitoring (CEM) and method of collection:

CEM System

Information collected

Attitudinal pre-16

Mandatory; pupil name, contact details for your account liaison

Voluntary; date of birth form group, home postcode, pupil number, which language do you speak at home

Attitudinal post-16

Mandatory; pupil name, gender, year group, contact details for your account liaison

Voluntary; date of birth, home postcode, year of course

ASPECTS

Mandatory; pupil name, date of birth, sex, class name, year group, contact details for your account liaison

Voluntary; Looked After Child, Special Educational Needs, Special Educational Needs type, Ethnic origin, born in UK, English as an Additional Language, home postcode, Unique Pupil Number/student code

PiPS Baseline\Base

Mandatory; pupil name, date of birth, sex, class, year group, contact details for your account liaison, Date of Entry (BASE)

Voluntary; unique pupil number/student code, ethnic origin, English as an Additional Language, Looked After Child (BASE), Special Educational Needs Type, Born in UK, home postcode, Free School Meals status, Full time/part time status (PiPS), Terms in Nursery/Preschool, Pupil Premium status (BASE)

PiPS
(Year 1 – 6)

Mandatory; pupil name, date of birth, sex, class name, year group, contact details for your account liaison

Voluntary; Ethnic origin, English as an Additional Language, Born in UK, Free school meals status, Pupil ID, Special Educational Needs Type

InCAS

Mandatory; pupil name, date of birth, sex, class, year group, contact details for your account liaison

Voluntary; Ethnic origin, Special Educational Needs Type, Born in UK, home postcode, English as an additional language Unique Pupil Number/student code, Free School Meals status

MidYIS/Yellis

Mandatory; pupil name, date of birth, Year group, contact details for your account liaison

Voluntary; Unique Pupil Number, Scottish Candidate Number, Management Information System ID, Unique Learner Number, Ethnic origin, home postcode, Previous School Number, Previous School Name, Extra Time, (I)GCSE Exam results, Subject Choices (Yellis)

Alis/CEM IBE

Mandatory; pupil name, date of birth, sex, Year group, contact details for your account liaison

Voluntary; Unique Pupil Number, Unique Learner Number, unique candidate identifier, Management Information System ID, home postcode, ethnic origin, Average (I)GCSE score or Attainment 8 score, subject choices, AS/A Level/IB Exam Results

Entrance Testing

Mandatory; pupil IDs, pupil name, date of birth, gender, test date, current school, test venue, test session, also-applying-to other grammar schools information

Help Desk

Mandatory; contact details for your account liaison

Web Site

Your contact details, marketing preferences, cookies

Lawful Basis

Our lawful basis for processing personal data is Legitimate Interest.

How personal data is stored by CEM

Personal data is held in proprietary databases and computer file systems with access limited to CEM staff only. All personal data from schools within the EU is held in data centres within the EU

How personal data is processed by CEM

  • We use the information to send baseline feedback, progress feedback and value-added feedback to schools on individual pupils and at class level (monitoring systems).
  • We give information to schools that they use to allocate school places (entrance testing only).
  • We use the information for educational research such as informing assessment development and influencing educational policy.
  • We share some information, but not personal data, with other organisations for research purposes. Before this happens the research project must undergo scrutiny by the University’s Ethics Committee.
  • We use the information, when contacted by designated School coordinators, to help them make best use of our services, reports and research.

Who CEM shares personal data with:

We may share data from our Research Archive with other research departments in Durham University or with other research partners. Personal data is never published as part of any research undertaken.

We may share personal data with a named sub-processor, who performs activity on our behalf and on behalf of your Data Controller. This is always done with the authority of your Data Controller.

How long personal data is held by CEM:

Personal Data is held in our Live systems for six years from the last year of possible system interaction. It is then moved into our Research Archive and held for up to 30 years to support long term research projects. No personal data is released as part of research publications.

How to object to CEM processing your personal data:

In the first case you should contact your School, as the Data Controller, to object to CEM processing your data, stating your reason. The School will contact CEM to take the necessary steps to stop the processing.

Visitors to our websites/webpages:

This privacy notice refers to www.cem.org and the www.cem.org/blog websites and marketing contact data only.

We collect personal information for marketing purposes through forms on our website and blog (for example, for you to request a demo of our assessments, or to sign up to receive a regular email), and through cookies.

We only send marketing information to people who have specifically said that they agree to us doing this, and we will only do so in the way(s) they have agreed to. If we contact you by email, every message we send will include a link to opt out of receiving future messages if you change your mind. 

Occasionally, we will combine personal information provided to us for marketing purposes with information we hold about our current and previous customers. We will do this to help us better understand our customers and the impact of our marketing activities.

This website uses the Google remarketing service to advertise on third party websites (including Google) to previous visitors to our site.

Use of cookies by CEM:

We use cookies so that we can give you a better experience when you return to our websites. Cookies cannot be used to identify you personally; they are used to improve services for you. In particular, we use cookies to: 

  • estimate our audience size and patterns
  • control how often visitors see similar adverts
  • track preferences and to improve and update our websites.

This could be in the form of an advertisement on the Google search results page, or a site in the Google Display Network. Third-party vendors, including Google, use cookies to serve ads based on someone’s past visits to the CEM website.

You can opt out of Google’s use of cookies by visiting Google’s Ads Settings: https://adssettings.google.com/. Alternatively, you can opt out of a third-party vendor’s use of cookies by visiting the Network Advertising Initiative opt-out page: http://optout.networkadvertising.org/#!/

In continuing to access and use the site, you confirm your acceptance of our use of Cookies in this way.

Links to other websites:

On occasions we may link to external websites where they may collect information. We encourage you to read the privacy statements on those sites.

Changes to this privacy notice:

This Privacy Notice is reviewed annually

Further information:

You can contact CEM using the following details;

CEM, Durham University,
Ushaw College,
Durham,
DH7 9RH

Tel: +44 (0)191 334 4185
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Retention Schedule

Centre for Evaluation and Monitoring (CEM)

This is the relevant excerpt from the Durham University Retention Schedule.

Section number

Section Heading

Retention period

Disposal Method

Citation

4.5

Student Records Administration

 

Personal data of individual students

Retention variable for different types of personal data up to a maximum of: End of registered student relationship + 6 years

Review. Core data to be archived.

1980 c.58, KCL Case Study

 

Standard analyses of data from records of individual students

CFY + 5 years

Review

JISC

4.6

Student Progress Administration

 

Academic progress of individual students and formal action taken to deal with unsatisfactory progress

End of student relationship + 6 years

Archive

1980 c.58

The complete Retention Schedule can be found at www.dur.ac.uk/resources/records.management/student_administration.pdf.

We use cookies to improve our website and your experience when using it. Cookies used for the essential operation of the site have already been set. To find out more about the cookies we use and how to delete them, see our Privacy Policy.

I accept cookies from this site

SIGN UP FOR CEM UPDATES

Read our Privacy Notice (opens in new window)

Find out what our CEM Updates include (opens in new window).

BOOK A DEMO / WEBINAR

Read our Privacy Notice (opens in new window)

Find out what our CEM Updates include (opens in new window).