Student Health Hub Privacy Notice

Who we are

Newcastle University is committed to protecting your personal information and being transparent about how we use it.

This privacy notice explains how Newcastle University collects, uses, stores and shares your personal information when you access the Student Health Hub.

For the purposes of data protection legislation, Newcastle University is a data controller for the personal information it receives and processes through the Student Health Hub. Other organisations participating in the Hub are responsible for the information they receive and process within their own systems.

What is the Student Health Hub?

The Student Health Hub is a multi-agency service designed to provide coordinated health, wellbeing and support services to students from Newcastle University and Northumbria University. The service brings together university wellbeing teams, NHS services and voluntary sector organisations to provide advice, support, referrals and coordinated care.

What information do we collect?

Depending on the support you require, we may collect and record:

• Your name.
• Student number and university details.
• Date of birth.
• Contact details, including email and address.
• Information about your presenting issue or reason for attending the Hub.
• Referral information.
• Advice provided and agreed actions.
• Safeguarding and welfare information where relevant.
• Information relating to your health, wellbeing or disability where relevant to the support being provided.

We aim to record only the information necessary to provide safe and effective support. Detailed clinical records are not routinely recorded on the shared Hub record.

Where do we obtain your information from?

Most information is obtained directly from you when you attend the Student Health Hub.

Where appropriate, information may also be obtained from existing Newcastle University records relating to your student support and wellbeing services.

Why do we use your information?

We use your information to:

• Assess your support needs.
• Direct you to the most appropriate service or professional.
• Coordinate support between organisations involved in your care or wellbeing.
• Record advice provided and actions agreed.
• Manage welfare, safeguarding and risk concerns.
• Support continuity of care and avoid unnecessary repetition of information.
• Monitor, evaluate and improve the effectiveness of the Student Health Hub.

What is our lawful basis?

For personal data, Newcastle University relies on:

Article 6(1)(f) UK GDPR – Legitimate Interests

Our legitimate interests are providing coordinated student support services, maintaining appropriate records, safeguarding students and evaluating the effectiveness of the Student Health Hub.

Where we process health, disability or other special category information, we rely on:

Article 9(2)(h) UK GDPR – Health or Social Care

This allows processing necessary for the provision and management of health, wellbeing and support services. [

In exceptional circumstances where there is an immediate risk of serious harm, we may also process information under the UK GDPR vital interests provisions.

Who do we share your information with?

Information may be shared with organisations participating in the Student Health Hub where this is necessary to provide you with appropriate support and assistance. These organisations may include:

• Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust (CNTW).
• Saville Medical Group.
• Newcastle Treatment and Recovery (NTaR).
• Everyturn Mental Health.
• Brook.
•  Northumbria University.

We will only share information that is relevant and necessary for the support being provided.

Information may also be shared where required by law or where necessary to protect vital interests, prevent serious harm, or fulfil safeguarding responsibilities.

How is your information stored?

Information recorded during your Hub visit is temporarily stored within a restricted-access SharePoint environment used by the Student Health Hub. Following your attendance, relevant information is transferred to Newcastle University's student record systems and removed from the Hub SharePoint environment.

Appropriate technical and organisational security measures are in place to protect your information from unauthorised access, loss or misuse.

How long do we keep your information?

Information held on Newcastle University's wellbeing records will normally be retained for:

Graduation or final submission date plus six years, whichever is longer.

Partner organisations will retain any records held within their own systems in accordance with their own retention schedules and information governance requirements.

Service evaluation

The University may use information about usage of the Student Health Hub to evaluate and improve the service. Evaluation reporting will use anonymised or aggregated information and will not identify individual students.

International transfers

We do not routinely transfer your personal information outside the United Kingdom.

Automated decision-making

The Student Health Hub does not use automated decision-making or profiling.

Your rights

Under UK data protection law you have rights which may include:

• The right to be informed.
• The right of access.
• The right to rectification.
• The right to erasure in certain circumstances.
• The right to restrict processing.
• The right to object to processing.
• The right to data portability where applicable.
• Rights relating to automated decision-making.

Further information about your rights can be found on the Information Commissioner's Office website.

Contact us

If you have questions about how your information is used within the Student Health Hub, please contact:

Wellbeing Consultancy
Email: wellbeingconsultancy@newcastle.ac.uk

If you have questions about Newcastle University's processing of your personal data or wish to exercise your data protection rights, please contact:

Newcastle University Information Governance Team
Email: rec-man@newcastle.ac.uk

You also have the right to complain to the Information Commissioner's Office (ICO) if you are unhappy with how your personal information is being handled.