Data Protection Act 1998
The University of Sunderland is registered as a data user with the Office of the Information Commissioner. Any personal data collected and or processed by the University is held in accordance with the provisions of the Data Protection Act 1998.
The University collects and holds personal data relating to its students for a variety of purposes. These include:
- Facilitating the enrolment process;
- Supplying operational services and external relations and development;
- Maintenance of the student record (including but not limited to personal and academic details);
- Management of academic processes (for example, academic audits, examination boards and awarding degrees);
- The management of student accommodation;
- General routine administrative functions such as access to buildings and library borrowing (which will include the use of an individual’s photograph as it appears on their student card);
- Publishing information (such as on examination notice boards, and for University prospectuses and marketing materials);
- Use of photographs on the University website and in marketing materials either taken direct from the student card or taken specifically;
- Alumni operations and correspondence which may be sent to you during your time at the University and continue to be sent to you after you have left the University;
- The provision of advice and support to students (via, amongst others, Student Services, the Student Accommodation Service, the Counselling Service, the Students' Union and the Careers Service);
- Operating a CCTV and automatic number plate recognition system; and
- Operating the Day Nursery ( some nursery staff may be provided with limited access to some student information for the purposes of billing and administration).
The University (via academic departments, Student Services, and other ancillary departments) discloses student information to a variety of recipients, including third party organisations some not connected with the University including but not limited to:
- Employees and agents of the University;
- Students' sponsors, loan organisations and scholarship schemes (such as LEAs, the Student Loan Company, and funding councils);
- The higher Education Statistics Agency (HESA) HE funding councils and other government bodies;
- Higher education institutions (where exchange or placement programmes are being undertaken);
- Relevant government departments or agents acting on their behalf to whom the University has a Statutory obligation to release information (including but not limited to the Higher Education Statistics Agency, Council Tax officers, Local Authorities, the Child Support Agency, the Benefits Agency, the Department of Work and Pensions);
- Employment agencies, prospective employers and third parties requesting confirmation of awards;
- Current or potential employers of students. Further details can be obtained from www.hesa.ac.uk/collection-notices;
- Current or potential providers of education to students including but not limited to partner or franchise Institutions in connection with the delivery of programmes of education;
- The providers of the Campus Card; and
- The Higher Education Funding Council for England (HEFCE) or their agents ( the University is required to pass information about its final year undergraduates to HEFCE, or their agents, in order for them to carry out the National Student Survey).
In addition the University may process some sensitive personal data about you, such as details about your mental or physical health and or disability, information concerning ethnicity, domicile, religious or political opinions, sexuality, criminal record, or alleged criminal activity for the purpose of planning or monitoring. In limited circumstances the University may also disclose this sensitive personal data to third parties, where there is a legitimate need or obligation, during or after your period of study.
The University undertakes to maintain student data in secure conditions and to process and disclose data only within the terms of its Data Protection Notification. The details above indicate the nature of this notification but are not exhaustive – the University’s Data Protection Officer should be contacted if students have any specific questions. Please note that the University is reliant on students for much of the data it holds: please help the University to keep records up to date by notifying any alterations to student addresses, personal details, or course enrolments.
Under the Data Protection Act 1998 an individual has the right to a copy of the current personal information held on them by the University and a right to raise a public objection to data processing that causes damage and distress. For details of these procedures please contact the University’s Data Protection Officer.
The University may wish to contact you when you have completed your programme of study to inform you about products or services which may be relevant to you and to keep you informed about University activities.
The University complies with the requirements of the Data Protection Act 1998. Guidance on Data Protection issues can be found in the Data Protection Policy and the Data Protection Guidance available on request from the Data Protection Officer.
If you do not wish the University to use your personal data in any of these ways, please let us know in writing via post or email:
The Data Protection Officer
University of Sunderland