General Data Protection Regulation Policy

For the purposes of the General Data Protection Regulation (GDPR), the Department of Work and Pensions (DWP) is the data controller in respect to information processed, which relates to all participation in the European Social Fund (ESF).

ESF grant beneficiary organisations are data processors in respect to information processed which relates to participants in the operations and projects funded by the ESF. The ESF Programme Action Note 018/18 sets out the lawful basis for processing personal data under ESF.


How we Request Personal Data

We will request personal data when you sign up for a programme offered by the Arca Project.

We only ask for information that is required to allow us to effectively deliver the activity and meet the compliance requirements of our funder, the European Social Fund (ESF).


How We Store and Share Personal Data

The information you provide to the Arca Project will be shared with the Department for Work & Pensions (DWP) and used to evaluate this project and to report to the University of Exeter (lead partner) and European Social Fund for monitoring purposes, in line with European Commission regulatory requirements.

We will need to keep your data on file for compliance purposes; it will be stored securely.

The information you provide to the Arca project may be shared between project partners (University of Exeter; Truro & Penwith College) and with the Department for Work and Pensions (DWP) as and when required for internal project reporting and compliance purposes.

We will never share your personal data outside of the project with external third parties or for commercial gain.


Use of Personal Data for Research or External Reporting

Your information will be shared with research organisations working on behalf of the Department for Work & Pensions (DWP) who may contact you to discuss your involvement in the project for research purposes.

Participation in research is voluntary and you will be asked to consent before taking part in any research activity you may be contacted about.

Project data will be anonymised if used in external reporting or research publications.


Processing of Personal Data Under Legitimate Interest

We may at times contact you to let you know about relevant future Arca opportunities and events or follow up to share news from the Arca Project.

We will only process personal data in this way if it is assessed to be of ‘legitimate interest’ to you, offering clear benefit without the risk of infringing on your privacy.

We always endeavour to only use your personal data in a way that you would reasonably expect.


How to Opt Out

You can request to opt out at any time by contacting us directly at and an unsubscribe option will be included in any newsletter. 


How Long Personal Data Will Be Held

As a requirement of our funder, project data will be stored for a total of 10 years following close of the project (01 Jan 2024 – 31 Dec 2033).

Records will be retained in their original format (electronic or hard copy) and stored securely.

Personal data will only be accessed and processed by an authorised person if required for audit, inspection or compliance at the request of the Department for Work and Pensions (DWP).  


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