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Privacy Notice

This notice explains how we'll collect and use your personal data.

We won't usually share your personal data with others without your explicit consent, except when we're required to by law or where processing is necessary to protect vital interests. This generally only applies to matters of life and death.

How we obtain your information

From you:

  • when you register with the university
  • when you contact us via email, phone or post
  • when you provide information to us in your meetings with our staff

From other university services and academic schools within the university:

  • if you declare a disability
  • if you declare a financial concern and have given permission for your information to be shared with us

From external organisations:

  • from disability assessment centres regarding your study needs assessment, when you have given permission for this information to be shared with us
  • from third-party sources such as medical, healthcare professionals, psychologists, psychiatrists or those providing you with evidence of your disability, UCAS, funding bodies such as the Student Loans Company, US Loans, parents/guardians and schools/colleges

When we receive personal data about you from third-party sources, we ensure the third party has lawful authority to provide us with your personal data.

Who we share your information with

Student Health and Wellbeing might need to share your personal data with necessary third parties for funding, support, reasonable adjustments and when needed to safeguard you or another person.

Third parties within Newcastle University:

  • Accommodation service
  • Examinations office
  • Library services
  • Relevant teaching and administrative staff
  • Degree programme director(s) and module leaders
  • Personal tutor
  • Chair of Personal Extenuating Circumstances committee
  • Work placement coordinators (university and business organisation)
  • Study abroad coordinators (home and abroad)
  • Postgraduate teaching assistants
  • Guest lecturers
  • Any other relevant Newcastle University staff associated with your support, financial support or study needs
  • Tuition fees
  • Advancement
  • Postgraduate and Undergraduate admissions
  • International office

External bodies:

  • funding bodies such as Student Loans Company/ Research Councils/NHS Bursaries
  • non-medical helper providers
  • personal care providers
  • study and work placement providers
  • GPs and specialist NHS services
  • the police
  • Newcastle University Students’ Union

Lawful basis for processing your personal data

We'll normally gain your explicit consent for processing your data, however there are some exceptions to this:

Legal obligation:

  • to arrange disability-related support and reasonable adjustments
  • to safeguard your wellbeing
  • where it's suspected there is involvement in criminal activities we are required by law to report this to the police

Vital interests:

  • where we identify a vulnerability affecting vital interests, we'll report this to appropriate health care professionals, the police and/or your trusted contact

How long we keep your information for

Student Health and Wellbeing will either retain your data for no longer than:

  • is necessary for the purpose of providing advice, support and reasonable adjustments
  • six years after you leave the university

Transfers to third countries

On occasions it may be necessary to share your personal data with organisations based outside the European Economic Area (EEA) to arrange financial, disability, mental or physical health-related support.

When it's necessary to share your data with organisations outside of the EEA, we'll ensure that appropriate safeguards are in place to protect your personal data

Changes to this notice

We reserve the right to make changes to this notice. We'll inform you of any changes to this notice using the appropriate medium of communication.

Further information

If you have any concerns with the way your personal data is being processed, or have a query about this notice, please contact:

Student Health and Wellbeing Service
Newcastle University
King's Gate
Newcastle upon Tyne


If you'd like more information about how we manage personal data more generally, including your rights under law, and the contact details of the University’s Data Protection Officer, please see our data protection page.

  • Author: Sally Ingram 2023
  • Date: 15/3/2023
  • Version: V1.0