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Who we are
The University of East Anglia (UEA) is a public research university based in Norwich, England. UEA is a registered data controller of your information, which means we collect, use and store personal information about you in your capacity as a UEA trustee or someone who holds an honorary position with the University and has access to university systems, facilities or services in that capacity.
We do our utmost to protect your privacy. We have security systems and procedures to protect information from unauthorised disclosure, misuse, or destruction.
What information we collect about you
During your involvement with UEA, the following personal information is collected, used, and stored securely by us:
Identifying Data – information that identifies you including your name, DOB, image/photo, CCTV/BWV (bodycam) footage, voice
Educational/Professional Data – information about your education, career or employment
Location Data – information about your access to, engagement with and use of UEA’s systems, facilities and services
Your Preferences – information about how you like to be contacted and what you would like to receive
Contact Data – information used to contact you or your named emergency contact including address, phone numbers, email address
Social Data – information about your public life, social connections, memberships
Financial Data – information to enable the administration of fees, payments or charges etc.
Vehicle Registration Details – information collected via the automatic number plate recognition system
Sensitive Information – information that is more sensitive and may include details about your race and ethnicity, political opinions or trade union membership, sex life or sexual orientation, genetic or biometric data, religious or philosophical beliefs, health or criminal offence data.
How and when we collect this information
UEA will collect information about you prior to or during your visit to or communications with UEA. The information will come directly from you or from a third party, eg employer, recruitment agency.
We will continue to collect information from you throughout your engagement with UEA eg as a consequence of your access to and use of UEA systems, facilities and services and will also generate information about you which will become your personal information eg information obtained using technology or electronic means such as swipe cards, CCTV, Automatic Number Plate Recognition and Body Worn cameras.
Why we collect and how we use this information
We will only use your personal data for the purposes for which we collected it, unless we consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.
UEA collects personal information from you to perform its public tasks as a provider of higher education and research and uses it:
for all administration and management relating to your attendance at activities, events or use of systems, facilities or services provided by UEA
UEA collects personal information from you to comply with the law and uses it:
to fulfil our duties under safeguarding and Prevent laws or where a potential public health risk is identified
for equal opportunities monitoring or when we record/report on incidents and accidents in compliance with health and safety laws
to assist UK agencies with their duties such as the prevention and detection of crime, apprehension and prosecution of offenders, or the collection of a tax or other levy or for the purposes of Disclosure and Barring (DBS) checking
to ensure the health, safety, welfare and security of University staff, students, visitors, systems and facilities eg recording visitors to campus
to check your identity or right to work in the UK
for business and management purposes eg accounting, auditing, insurance, or to prevent fraud.
UEA collects personal information from you for its or your legitimate interests:
for the administration and management of visitor attendance at events or when providing goods or services to UEA
to ensure the security, health, safety, and well-being of our students, staff, and other campus users, and for the security and management of the UEA estate. This may include verifying identify and information; permitting, monitoring and protecting the use of and access to systems, facilities, services and premises
to contact your emergency contact
to monitor the environmental impact of visitor use of UEA systems and facilities
to monitor compliance with UEA’s policies and legal obligations
to stay connected with you.
UEA collects personal information from you for the performance of a contract or to take steps before entering into a contract:
to provide a product, facility or service which UEA offers eg commercial hire services
to manage our relationship with all third party suppliers and partners
to enable contractors to provide services to UEA
to provide parking permits or for the enforcement of non-compliance with parking terms and conditions
to allocate and administer accommodation.
UEA may use your information:
in a medical emergency, which may include sharing your personal information with the emergency services, security, accommodation services and welfare teams if there is significant and credible evidence to suggest that you, or someone else may be in danger
when you have freely given your informed, specific consent. An example may be where you have given consent to discuss your circumstances with a representative or family member or where you choose to receive certain types of communications from us, or where your consent has been taken for certain confidential counselling, advice, therapy, assessment or support services provided by third parties. It is important to note that you have the right to withdraw this consent at any time.
Sensitive Information
Access to and the sharing of this kind of ‘special category’ personal information has extra protection. Where we do use your sensitive personal information, we will either have obtained your explicit consent or there will be a substantial public interest reason with a basis in law.
The reasons for using this information include to prevent or detect unlawful acts, to protect the public, or to address safeguarding issues. It may also include the monitoring of disability data to facilitate access to buildings; information about race and ethnicity for monitoring our responsibilities under the Equality Act 2010; medical information required to provide learning support. Other reasons to use this information would be for employment, social security, and social protection purposes (such as public health issues, accidents or occupational health etc).
Who we may share your information with
UEA may share your information with other UEA departments or external organisations either where there is a legitimate or legal reason to do so or because you asked us to.
The external organisations include:
Statutory, Regulatory & Government bodies
JISC/Higher Education Statistics Agency (HESA)*, the Home Office, UK Visas and Immigration, Foreign and Commonwealth Office, Department of Health, Department of Education, HM Revenue and Customs, Health & Safety Executive, Office for Students (OFS), Universities and Colleges Admissions Service (UCAS), Office of the Independent Adjudicator (OIA), Driver and Vehicle Licensing Agency (DVLA), funding bodies, relevant professional or statutory regulatory bodies and other course accrediting organisations, local authorities, the police, and other law enforcement agencies
* please note the link above will take you to HESA's external website.
Third party providers of good or services
Software and service providers, insurers, auditors, event providers/organisers, library services, event hosts, accommodation providers, car parking provider, banks, employers, debt collection agencies, research & statistical providers,
Other
UEA SU
Educational and research partners, funders and donors
Emergency contact.
We will not normally disclose your personal information to other external organisations without your consent unless it is in the event of a medical emergency.
Where UEA shares your information with any organisation based outside the UK, appropriate safeguards will be in place to protect your personal information.
How long we keep your information
We will keep your personal information only as long as it is necessary for the purpose it was collected and in accordance with JISC’s records retention schedule.
UEA will always store your personal information safely and will never disclose it to any other person unlawfully.
Your rights
Under data protection law, you have rights including:
Right of access – you can ask us for copies of your personal information (this is known as a Data Subject Access Request or SAR)
Right to rectification – you can ask us to rectify personal information you think is inaccurate
Right to erasure - you can ask us to erase your personal information
Right to restrict processing – you can ask us to restrict how we use your personal information
Right to object to processing – you can object to us using your personal information
Right to data portability – you can ask that we transfer the personal information you gave us to another organisation, or to you.
Please note, these rights are not absolute and the requirement for UEA to comply with your request depends on the purpose for our processing. You don’t need to pay any charge for exercising these rights. If you make a request, we have one month to respond to you.
How to contact us
Please contact UEA’s Data Protection Officer at dataprotection@uea.ac.uk if you would like any further information; if you wish to exercise any of your data rights; if you believe your personal information has been breached; or if you have any other concerns about how your personal information is being used by UEA.
If you are still not happy after you have spoken to us, you can contact the ICO:
Online - Contact us - public | ICO or by phone - ICO Helpline number: 0303 123 1113
Changes to this privacy notice
We keep our privacy notices under regular review.
This privacy notice was created on 20 June 2025