Use of Bodyswaps Software for Interpersonal Skills Development – Privacy Notice

This Privacy Notice outlines how Canterbury Christ Church University (the Data Controller) collects, uses, and protects personal data in relation to the use of Bodyswaps Software for Interpersonal Skills Development. It 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 are committed to handling your personal data responsibly and transparently, in accordance with the Data Protection Act 2018 and UK General Data Protection Regulations (GDPR) and any other relevant legislation. This notice is intended to ensure you are fully informed about how your personal information is used and the rights you have in relation to it.

You can access our Data Protection Policy here.

1) What personal information do we collect about you

In order for you to use Bodyswaps Software for Interpersonal Skills Development, we collect and retain relevant personal data. This information is used for the purposes set out in Section 3 of this Privacy Notice.

We may process the following categories of personal data 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

2) How do we collect your information

The University may collect your personal data through a range of methods and sources, depending on your relationship with us and the nature of our interaction. We may collect your personal information:

Through automated technologies – from our student record system (SITS), when setting you up with a login and license code to access the software. Through use of the Bodyswaps software application.

3) How do we use your personal data

The University may process your personal data for the following purposes:

Providing you with a license code that gives you access to the software application

Tracking your progress and the development of your interpersonal (soft) skills over the period of use of the Bodyswaps software application.

4) The lawful 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 bases the University uses.

We will be processing your data under:

Article 6(1)(e) Public Task "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"

5) Who do we share your personal data with

We will share your personal data with a trusted third-party service provider who acts as data processor on our behalf. This partner is Bodyswaps who support with the delivery and operation of the software for interpersonal skills development. Please be aware that Bodyswaps uses innovative technologies within their software powered by Artificial Intelligence. All third parties are required to handle your data securely and in accordance with data protection legislation.

We may also disclose your personal data where necessary to meet our legal or statutory obligations under the Data Protection Act 2018 and UK GDPR. This may include sharing information with government departments, regulatory bodies, funding agencies, or law enforcement authorities where disclosure is legally required.

Whoever we share your information with, we will only share what is relevant and necessary to perform the specific task or to meet our legal obligations.

6) How long do we keep your personal data

We retain personal data only for as long as is necessary to fulfil the purposes set out in this Privacy Notice, including to satisfy legal, regulatory, and contractual obligations. This includes our obligations under the Data Protection Act 2018 and UK GDPR.

In relation to your Bodyswaps account, we retain personal data for the duration of your studies or once you have completed your Bodyswaps training, whichever is sooner. This is to enable us to track your progression. When identifiable records are no longer required for the purposes set out in this Privacy Notice, they are either anonymised or securely disposed of according to our Confidential Waste Policy.

7) How do we protect and store your personal information

We are committed to safeguarding the personal data we process and have robust internal policies and controls to prevent unauthorised access, accidental loss, destruction, misuse, or disclosure of personal data. Access to personal information is strictly limited to authorised University personnel who require it for the performance of their duties in connection with the administration and management of the Bodyswaps software application.

Where personal data is shared with third-party processors, such parties are contractually required to act solely on our instructions, implement appropriate technical and organisational safeguards, and comply fully with the requirements of the Data Protection Act 2018 and UK GDPR.