Student academic experience survey

Information you need to know

The Student Academic Experience Survey is being conducted through a collaborative effort by the Business Intelligence and Reporting Team, Communications Team, and Education Services

The University of Leicester is the Data Controller for your information. The Data Protection Officer is: Parmjit Gill. who can be contacted by email: dpo@leicester.ac.uk  

This Privacy Notice provides information about how the University of Leicester collects and uses your personal information.

What is ‘personal information’?

‘Personal information’ means any information which relates to or identifies you as an individual.

What information are we collecting or using?

We will collect and process the following personal information about you:

• Your student email address.
• Your views about your academic experience over the past 12 months.

To help us analyse the survey results, we will combine your responses with demographic information that the University already holds about you. This may include:

• Your course or programme of study.
• Your ethnicity.
• Your gender.
• Your socio-economic background.
• Your care leaver status.
• Any disabilities you have told us about.

Information about your ethnicity and disability is classed as special category personal data under the UK GDPR. We will apply extra safeguards when processing this information.

Why are we processing your data?

We collect this information to better understand students' experiences of their programmes of study.

The survey helps us to:

• Identify what is working well.
• Understand where improvements are needed.
• Improve the student experience and the programmes we offer.

The University of Leicester’s legal basis for collecting this data is: 

The University processes your personal data, survey responses and demographic information because it is necessary for the performance of a contract.

We process special category personal data, including information about your ethnicity and disability, with your consent.

Who will my personal information be shared with?

We will share some of your personal information with our survey provider, EvaSys, under a contract with the University.

This includes:

• Your student email address and student number, so that you can be invited to take part in the survey.
• Your survey responses, which EvaSys will store for a short time while the University downloads the data for analysis.

The University's Business Intelligence and Reporting Team will download and analyse the survey data as described in this privacy notice.

Your data will be deleted from the EvaSys system once the University has downloaded it.

A small number of authorised staff in Education Services will have access to identifiable survey responses. They will only use this information to link your survey responses to your demographic data for analysis.

Your individual responses will not be shared with academic departments. Departments will only receive anonymous, combined results that cannot identify individual students.

How long will the University of Leicester keep my data?

We will keep your personal data only for as long as it is needed for the purposes described in this privacy notice.

We will also keep it for as long as required to meet any legal, accounting or reporting obligations, and in line with the University's records retention policy.

What rights do I have regarding my data?

You have the right to access, correct, or delete your personal data, to object to or restrict how it is used, to request its transfer to another organisation, and to avoid decisions made solely by automated processes.

Some of the above rights are not absolute. If you want to exercise any of the rights described above, please contact the University’s Information Assurance Team via on the email at the end of this notice. 

We will do our best to respond quickly and within the timeframes set out by data protection law. To help us handle your request and improve our services, we may keep a record of our communications with you.

Complaints to the University

If you are dissatisfied with the way the University have used your information, you should complain to the University’s Information Assurance Team via the email at the end of this notice.

Complaints to the ICO

If you are not satisfied with the way the University has handled your complaint, you also have the right to raise your concerns with the Information Commissioner’s Office (ICO). The ICO is an independent authority which oversees how personal data is used. Guidance on how to contact the ICO can be found at www.ico.org.uk  

Changes to this privacy notice

This privacy notice was published in July 2026. If you have any questions about this privacy notice or if you would like to access any of your rights, please contact Information Assurance Services: ias@leicester.ac.uk