Information Privacy Notice - July 2018
This privacy notice should be read in conjunction with the University of Leicester’s Student Information Privacy Notice.
This privacy notice explains how the School of Geography Geology and Environment (SGGE) processes your personal data and outlines your rights in relation to the personal data we hold.
What information are we collecting?
The School of Geography, Geology and the Environment may obtain, hold and process data of applicants and students including personal details, family and social circumstances, education and training records, employment information and financial details. It may obtain, hold and process special category data of student health including disability data, whether regarding physical or mental health or specific learning difficulty.
Personal data and special category data held by the School of Geography, Geology and the Environment relating to students is obtained directly from the student or applicant, or in some cases from a third party organisation involved in the services provided by the University (e.g. UCAS, bodies which award funding or loans such as Student Finance England, the National Health Service or Research Councils).
Why are we collecting your data?
The School of Geography, Geology and the Environment holds the personal data and special category data of its applicants and students in order to manage our processes and support health and safety eg for field work. Only information required for these purposes is obtained and processed, without this information the SGGE may not be able to provide its services to you or meet our statutory obligations. Information is utilised by various sections of the SGGE as necessary and proportionate for our operational purposes.
How will we use this information?
The School of Geography, Geology and the Environment will use personal data (including special category data) to administer your support, deliver services, and meet statutory obligations including:
- provision of support to assist your academic, physical, mental, emotional and/or financial wellbeing, this support may include:
- assessing students ability to undertake fieldwork
- providing students with support to undertake fieldwork where appropriate and necessary;
- reasonable adjustments as required by the Equality Act 2010 in relation to your academic course, and its assessment (including examinations);
- ensuring safety and security;
- to assist in the event of an emergency
- financial administration (e.g SGGE travel bursaries);
- maintenance of student records in relation to updating disability information.
We may also use your data for other administrative purposes, for example: to undertake statistical analysis, carry out compliance audits, for example: promote UoL services, detect or prevent crime, and to deal with grievances, disciplinary action, complaints or enquiries.
What is the legal basis for processing the data?
The School of Geography, Geology and the Environment will process your personal data for the performance of the student contract.
Your special category data will only be processed where necessary for field courses and to make suitable arrangements. Also, in rare circumstances we may process this data to protect your vital interests, and where processing is necessary for the establishment, exercise or defence of legal claims.
If we are sharing your data with others who are we sharing it with?
For purposes referred to in this privacy notice we may share your personal data with certain third parties.
The School of Geography, Geology and the Environment University may disclose student’s personal data and special category data to external agencies for example to book field courses, we would need to share your information with airlines, insurance, hotels, travel companies etc. We may also disclose information to, legal representatives, Police or security agencies, suppliers or service providers, engaged by the University, and regulatory authorities. We may also need to share your data with other University support services.
The SGGE will share data with:
- Our employees, partners, agents and contractors, where there is a legitimate reason for receiving information (e.g departmental staff, providers of accommodation, software providers – such as auditors etc.)
- Parents, guardians and next of kin (where there is a legitimate reason for disclosure);
- Details of our retention periods can be found in the University’s Retention Schedule.
- The right to be informed about which data is collected and how it will be used
- The right to request access to your personal data held by the University
- The right to have incomplete or inaccurate data rectified
- The right to restrict the processing of personal data – individuals have the right to block the processing of their personal data by the University in specific situations
In the first instance, please contact the University’s Information Assurance Services if you would like to discuss any aspect your rights in relation to your personal data.
How can I raise concerns about the processing of my personal data?
If you have any feedback or concerns in relation to the processing of your personal data please contact the University’s Information Assurance Services. If attempts to resolve a concern or complaint informally are not successful and you feel you have reason to complain, you may submit a formal complaint via the University’s Complaints Procedure.
External advice is available from the Information Commissioner who can be contacted via:
Information Commissioners Office
0303 123 1113