When we collect data we need both a purpose (i.e. a reason) and a legal basis. There are several legal bases allowed, and we rely on four of those when looking after your information.
Contract is the main reason we use for collecting and using your information. As a student you have a contract with us, and in order for that to function we need certain information about you.
For example, we need to know what qualifications you had before you joined us, and to keep records of your academic progress as you study with us.
As a higher education provider we have various legal obligations that we need to comply with, and we may need to collect, use, or share your personal information as part of that.
For example, if you have an accident on campus we may need to report the details to the Health and Safety Executive. If you are an overseas student then we are obliged to collect and report information about your visa and right to student here.
From time to time, we may need to use your data to pursue our legitimate interests. For example, in order to provide our IT services and operate our IT network, we collect your IP address. We also hold limited personal information of our alumni.
Consent and special category data
Some personal data is considered to require particular care – this is known as “special category data”. We ask your consent to share some special category data with us. You do not need to declare any disability to us, or any health or sexuality issues that may affect your study, but we are unable to support you fully and to comply with our obligations under the Equality Act 2010 if you do not share this information with us.
We use data about individual's ethnicity, sexual orientation, disability and gender in order to ensure that we are supporting the specific needs of individual students and providing a fair and equal environment for all, and for reporting externally to HESA. You can read HESA's Collection Notice online which sets out information about HESA and other controllers of your data, how and why they process your data, the legal bases for this processing, and your rights under data protection legislation.
Consent and marketing
We also ask your consent or some types of communication with you.
The University uses several email lists so that we can quickly and easily contact students on a range of topics. Only a few staff are allowed to send messages to these lists.
There are two types of lists and as a registered student you are automatically a member of both of them.
- The first type of list is used to send vital information about to your studies, regulatory procedures, and health, safety and security issues. All students have to belong to this list type of list. This is the list we will use if we need to contact all students quickly.
- The second type of list is for more general information about University life and University-related activities and events. You are automatically a member of this sort of list, but you can chose to opt out.
You can manage your list membership for the relevant lists.