Data Protection Act - Data Collection Notice - Use of Students' Personal Information – Information Note for Students

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The University of Newcastle upon Tyne (University) needs to collect and retain certain types of data, in various formats, about its current and past students in order that it can fulfil its functions as an education provider. In complying with the Data Protection Act 1998 (“DPA”) this statement describes the purposes for which the information is collected, the University’s obligations in processing this data and the rights afforded to students under the DPA.

The type of information the University may collect

The University may collect:

  • Personal Data ( as defined in the DPA) which includes, for example, names, addresses and other contact details, age, gender and photographic images, academic details, information relating to family, lifestyle and social circumstances, education and training details, employment details, financial details and other information.

  • Sensitive Personal Data (which is a particular category of Personal Data which is specifically defined in the DPA) and includes: physical or mental health or condition, racial or ethnic origin,  religious or other beliefs of a similar nature and criminal offences.

  • Other information which does not comprise of Personal Data about you.  
    This notice relates to the Personal Data and Sensitive Personal Data the University processes about you; these are collectively referred to below as “Personal Information”.

Purposes for which the University may use information about students

Personal Information held by the University will or may be used for purposes associated with:

  • the maintenance of student records (including both personal and academic details) and management of academic progress (eg assessment, examination boards, degree classifications)
  • the provision of advice and support to students through the Student Progress Service, Student Wellbeing, Careers Service, personal tutors, etc
  • academic audit and internal research, including monitoring quality and performance
  • the management of University residences and non academic activities
  • institutional directories
  • membership of the Union Society
  • equal opportunity monitoring
  • the production of returns required by government agencies (in particular the Higher Education Statistics Agency (HESA))
  • alumni operations

This is a summary rather than an exhaustive list. For a comprehensive list of the purposes for which the University uses Personal Information, please see our entry in the Information Commissioner’s register of data controllers at www.ico.gov.uk or contact our data protection officer.

Obtaining Personal Information about students from other sources

Both the University and the Government (including their respective agents) may check the accuracy of the personal information that you provide. This may include checking as to whether you have been reported on earlier HESA returns, or the individualised learning record (ILR) returns of other institutions. It may also include contacting other institutions to seek confirmation and verification of any qualifications obtained.

Third parties to which the University may transfer your Personal Information

The University allows access to employees of the University and the Union Society, to Personal Information where it is necessary for the normal discharge of its operation. Student information may also be disclosed to the following third parties or their agents.

  • Students’ sponsors (e.g. Local Education Authorities, Student Loan Company, funding councils, and embassies).

  • Relevant government departments to whom the University has a statutory obligation to release information, for example the Higher Education Funding Council for England (HEFCE), HESA (please see below for further details on this), Council Tax officers, Immigration Authorities.

  • The Union Society.

  • Any service providers the University may use to help us with the administration or practical day to day running of the University.

  • The National Student Survey undertaken by HEFCE: For the purposes of this survey your contact details may be released to HEFCE and HEFCE’s appointed agent may contact you directly to take part in the survey.

  • In the event that your education at the University involves you working with children or vulnerable adults then the University may transfer your Personal Information to relevant external bodies such as the Criminal Records Bureau, in discharge its statutory responsibilities to enable routine vetting to be carried out. Sharing of Personal Information in such circumstances will be kept to a minimum and where this would include the sharing of your Sensitive Personal Data, the University would only do so having asked for and obtained your consent in advance. If you do not wish your Personal Information to be transferred in this way then you may be unable to proceed with your chosen course of study.

  • In the event that your education at the University involves an exchange programme with another institution, your course is either run in collaboration with another institution or organisation or involves work experience or similar, it may be necessary for us to share some of your Personal Information with another institution in order to allow you to be considered for or to participate in the study or work experience programme. Sharing of Personal Information in such circumstances will be kept to a minimum and where this would include the sharing of your Sensitive Personal Data, the University would only do so having asked for and obtained your consent in advance.

  • If either during the admissions procedure or at any point during your studies at the University, you give information to the University concerning a disability which you believe you have, you will be asked to give your explicit consent to the passing of such information to the appropriate employees within the University who require it in order to ensure appropriate arrangements for teaching, examinations and domestic facilities are made for you. Sharing of Personal Information in such circumstances will be kept to a minimum however if you do not consent to such use the University may not be able to provide you with the degree of assistance that it would be able to if you were to  consent to such use.

Disclosures to organisations not listed above will be made only where there is legitimate reason.

The University as data controller

The University has notified its processing of personal information to the Information Commissioner and is registered to collect and retain Personal Information, as described in this notice. The University’s notification document is a public document and can be viewed from the Information Commissioner’s web site.

The University undertakes to maintain student data in secure conditions and to process and disclose data only in accordance with the terms of the DPA.

Following your graduation or withdrawal from the University, the data held by the University that relates to you will be held for a period of up to fifty (50) years, following which it will be securely deleted from the University’s systems.

Students are reminded that they have a responsibility to ensure that Personal Information provided to the University is accurate and up to date. Under the DPA you have a right to a copy of the current personal information held on you by the University (the University will charge you a small amount to cover our administrative costs) and a right to object to any processing by the University of your Personal Information if you feel this will cause you substantial and unwarranted damage or distress.

The University’s Data Protection Officer (ext. 8209) will be able to address any queries you may have in respect of your rights and responsibilities under the DPA.

HESA - Student Collection Notice

The University is required to send some of the information it holds about you to the Higher Education Statistics Agency (HESA). This forms your HESA record, which contains details of your ethnic group and any disabilities you have. HESA will pass your record, or parts of it, to any of the following organisations that need it to carry out their statutory functions connected with funding higher education.

  • Department for Innovation, Universities and Skills
  • National Assembly for Wales (NAW)
  • Scottish Executive Enterprise, Transport and Lifelong Learning Department (SEETLLD)
  • Department for Employment and Learning, Northern Ireland (DEL(NI))
  • Higher Education Funding Council for England (HEFCE)
  • Higher Education Funding Council for Wales (HEFCW)
  • Scottish Higher Education Funding Council (SHEFC)
  • Teacher Training Agency (TTA)
  • Department of Health (DH)
  • Research Councils (RCs)

This list will change from time to time, due to changes outside the University’s control. For example, government re-organisation, changes in the law and change in funding requirements could all affect this list. If you have a query about the list or any particular organisation, please get in touch with HESA.

HESA and the organisations listed above will use the information mainly to produce statistics. This may result in information being published and released to other approved users, including academic researchers and commercial organisations. HESA has undertaken to ensure that your record will not be used in a way that could affect you personally and that the organisations to which your information is released will take precautions to reduce the risk of you being identified from the information once it is published and released.

While you are a student, the University will need to keep your contact details. These do not form part of your HESA record, so HESA and the organisations listed above cannot use this record to contact you.

Towards the end of your studies, the University will pass your contact details to the organisation that has been contracted to carry out the National Student Survey. That organisation will use your details only for that purpose, and will then delete them.

About six months after you graduate, the University will contact you to ask you to fill in the HESA ‘Destination of Leavers from HE’ survey. The University will not give your contact details to HESA. You might be included in a sample of leavers who are surveyed again a few years after they graduate. If so, the University will pass your contact details to the organisation that has been contracted to carry out that survey. That organisation will use your details only for that purpose, and will then delete them. (If you do not want to take part in this second survey, please let us know.)

Under the Data Protection Act 1998, you have the right to a copy of the information HESA holds about you. You will have to pay a small fee for this. If you have any concerns about your information being used for these purposes, please contact HESA.

HESA
95 Promenade
Cheltenham
GL50 1HZ
Website: www.hesa.ac.uk
UNIVERSITY DATA PROTECTION OFFICER
Ncl.gd/sps/studatcolnot/20080630/1