5 key facts that all students should know about Data Protection
- You have the right to see any personal information the University holds about you.
- Personal information will only be used for the purpose for which it was collected.
- Personal information will be kept secure, relevant and up-to-date.
- Personal information will not be divulged to third parties without your consent.
- Personal information will not be kept for longer than is necessary.
Data Protection Notice for Students
This notice applies to all students of the University of East Anglia and confirms that the University is registered with the Information Commissioner’s Office as a Data Controller under the Data Protection Act 1998 (the “DPA”) holding personal data relating to students and others.
This notice explains the purposes for which the University holds and processes personal data of students, and gives some basic information regarding the University’s obligations and your rights under the DPA.
The Data Protection Principles
The DPA concerns personal data which are held about living individuals, and provides that such data must:
- be obtained and processed fairly and lawfully and only if certain conditions are met;
- be obtained for specified and lawful purposes;
- be adequate, relevant and not excessive for those purposes;
- be accurate and up-to-date;
- not be kept for longer than is necessary;
- be processed in accordance with the rights of data subjects;
- be protected from unauthorised access, loss or destruction;
- not be transferred to countries outside the European Economic Area, unless to countries with equivalent levels of data protection.
Security and retention of personal data
All personal data will be stored securely by the University and will not be released to third parties otherwise than in accordance with the University’s duties and obligations under the DPA or as otherwise permitted by law. Further information on the security arrangements for the processing and storing of personal data (including “sensitive personal data” as defined under the DPA; see below) is set out in the University’s Data Protection Policy
In accordance with the DPA, personal data will not be retained by the University for longer than necessary. Personal data will be retained in accordance with the University’s Records Management Policy
Personal Data Collected
The University must hold and process data relating to students in order to undertake teaching and research, to administer courses, examinations and accommodation, to monitor and evaluate the student experience and the effectiveness and efficiency of University programmes, and to ensure the health, safety and well-being of students. It is a condition of registration with the University that the following personal data may be collected, used and updated in accordance with the eight Data Protection Principles set out above:
- Personal details, including application forms.
- Details of courses, enrolments, marks and examinations.
- Financial information collected for the purposes of administering fees and charges, loans, grants, studentships and hardship funds.
- Other data which may be collected in pursuance of the University's legitimate functions in ensuring the health, safety, and well-being of students and ensuring the academic quality and validity of both research and teaching at the University.
Sensitive Personal Data
The DPA defines certain types of data as sensitive
. This includes information relating to ethnicity, physical and mental health and political and religious beliefs. Within this document, references to personal data also include sensitive personal data.
You should be aware that although sensitive personal data will not generally be collected or processed without your explicit consent, in some instances collection and processing may be necessary or desirable in accordance with the law.
Students are asked to declare their ethnic origin and any disability on the registration form. These fall within the definition of sensitive data. By providing them, you give your consent for UEA to use these data, in aggregated form, for statistical purposes. If you do not wish to provide these data, you may leave those areas of the registration form blank.
Sensitive personal data may also be held by the University Medical Service, if you choose to register there whilst a registered student at the University. As with any other medical practice, these records will be kept in strict confidence and will not be released to third parties without your explicit consent or otherwise as in accordance with the law.
In accordance with custom and practice, UEA publishes the results of students' final assessment on internal noticeboards in order to rapidly communicate results to students. Pass lists are published with names and registration numbers but actual results are published only showing registration numbers. If you do not wish your final results to so appear, you should contact the Assessments Office at any time prior to publication to inform them of your objection to publication.
On conclusion of your studies, the University will retain a certain amount of personal data such as your name, date of birth, School of Study, course of study and any other characteristics that can facilitate your identification after your graduation which will form part of the student records archive. This data is retained in order to provide a record of your registration as a student and your achievements at the University, to allow the University to respond to requests for information from graduates, and to report on performance or any other relevant aspect of the student body either at course, School or UEA level.. All the provisions of this statement apply to student data retained after conclusion of your studies, including, as appropriate, the notice of disclosure to third parties below. This data will be retained indefinitely and it is a condition of registration that you consent to its ongoing retention.
On graduation, you will also automatically become a member of the UEA Alumni Association. Some personal data such as name, contact details, registration & graduation dates, and course information from your student record will be transferred to the Alumni database for the University to use as follows:
- to send you Ziggurat magazine and other relevant newsletters;
- to send you information about other products, services or events related to the University of East Anglia;
- occasionally to ask you to consider giving financial support to the University or to ask you to consider supporting the University in other ways
- to provide your contact details to government bodies, or an agency acting on behalf of such bodies, to conduct a survey of University graduates (eg HESA or HEFCE – please see the previous page for further details of these bodies).
You can opt out of membership and/or receiving communications by contacting:
The Alumni, Conferences and Events Office
University of East Anglia
Norwich Research Park
Disclosure of Personal Data to Third Parties
The University may disclose certain personal data as noted below. It is a condition of registration that you accept that such disclosures may be made. At all times, the amount of information disclosed, and the manner in which it is disclosed will be in accordance with the provisions and obligations of the DPA.
|Sponsors (including LAs and the Student Loans Company) where a contract exists
||In accordance with the terms of the contract (which usually relate to attendance and progress reports). This does not include third parties (such as parents) who may be paying for your studies but with whom no formal contract exists.
(e.g. General Medical Council, Royal Society of British Architects, Law Society)
|For the purposes of confirming your qualifications and the accreditation of your course or in respect of any fitness to practise concerns or procedures.
||If you are studying at one of UEA's partner colleges(namely institutions that assist UEA in its academic delivery to students), data may be shared between UEA and the partner college in connection with the administration of your course and studies.
|The INTO Centre
||For student outcome tracking by INTO, to allow INTO to advise graduates of INTO activities, and to provide INTO with details of graduates for possible marketing initiatives.
|UEA London Joint Venture Partnership
||If you are studying at UEA London, data may be shared between UEA and the UEA London Joint Venture Partnership in connection with the administration of your course and studies.
||If you are studying at UEA London, data may be shared between UEA and City University in connection with the provision of library and student support services.
|University Medical Service (and, if applicable, other GP services)
||Necessary for all registrants at UEA to allow the University to ensure that all students have a registered GP, and to ensure continued medical coverage during time as registered student
|Work placement sites or other educational partners involved in joint course provision
||Where this is necessary for the purposes of your study.
|The Higher Education Funding Council (HEFCE) and its agents
||UEA must, statutorily, provide data relating to student numbers to HEFCE agencies such as the Higher Education Statistics Agency (HESA), the Teaching Agency, and the Quality Assurance Agency. You are advised to refer to the collection notices on the HESA website for further details: HESA
|Potential employers or providers
of education whom you have approached
|For the purposes of confirming your qualifications.
|Local Government Council Tax assessment departments
||For the purpose of its assessing and collecting of Council Tax.
|Norwich City Council Elections Office
||To allow students living in UEA Residences to become eligible to vote in local, national or European elections. Students in UEA Residences who register after October will need to contact the Elections Office directly
|UK agencies with duties relating to the prevention and detection of crime, apprehension and prosecution of offenders, collection of a tax or duty, or safeguarding national security*
||As necessary, and with appropriate consideration of your rights and freedoms.
*(such as Benefit or Tax Inspectors, the Police, the Home Office Immigration and Nationality Directorate, or the Foreign and Commonwealth Office)
|UK Border Agency
||In order to fulfil the University's obligations as a visa sponsor
|Plagiarism detection service providers
||Minimum details necessary and in accordance with the contract with the service provider, e.g. Turnitin UK, in order to uphold academic standards by detection of plagiarism.
|UEA Student Union
||To allow the Student Union to verify status for the purposes of validating voting in Union affairs and to enable the Student Union to provide information on Union services & activities
The University may, from time to time, need to make other disclosures without your consent but any such disclosures will be made in accordance with the obligations imposed on the University by the DPA and with due consideration of your rights.
Access to Data
Students may request a copy of the personal data held about them by UEA. Some data are held in computer systems, and others are paper-based. Students who wish to make such a request should contact the Information Policy and Compliance Manager (Telephone 3523, e-mail email@example.com
) for a copy of the Application Form. In accordance with the DPA, a fee of £10 will be charged.
Similarly, you may apply to the Higher Education Statistics Agency (HESA) to request a copy of the data held there. HESA may be contacted at:
Tel: 01242 211133; Fax: 01242 211122;
If you require further information about how your personal data will be held and processed by UEA, or if you wish to make a complaint about any data protection matter, please contact David Palmer, Information Policy and Compliance Manager (firstname.lastname@example.org
; ph: 01603 593523).
You also have the right to complain to the Information Commissioner (http://www.ico.gov.uk/
) if you have any concerns in respect of the handling of your personal data by the University.