Data Protection Information for Students
How we use your information
(DATA PROTECTION NOTICE)
The University of Exeter is a data controller and is registered with the Information Commissioner’s Office as required under the Data Protection Act 1998. The University will only process your personal data in accordance with the University’s notification and current Data Protection legislation. Here are some of the ways we will use your personal data, this is not exhaustive, but is intended to provide you with an idea of the things that we may need to do throughout your programme of study.
- Where students are studying abroad, involved in exchange programmes, joint/double degrees or Doctoral Training Partnerships we will release personal data to these institutions or related organisations as required to facilitate your studies.
- We will disclose limited information in connection with your academic progress to sponsors, loan organisations and Scholarship schemes to enable such organisations to establish eligibility for the sponsorship/loan/award.
- We may wish to notify your previous school or college of your enrolment at the University of Exeter. If you do not wish your personal data to be used in this way, please confirm in writing to Dr Karl Devincenzi, K.Devincenzi@exeter.ac.uk.
- At the end of your programme of studies, we will disclose information about your award to third parties who have a legitimate interest, without further recourse to you. For example, we may disclose this information to a prospective employer, or may notify your previous school or college of your award. We will transfer limited personal information to the Alumni Office and lists of graduating students may be published in local newspapers.
- We will disclose some personal information regarding Undergraduates to GradIntel, the service through which the Higher Education Achievement Report (HEAR) will be delivered, this will enable access to your HEAR.
- Should you fall into arrears of payment to the University, we may disclose personal data to a third party (e.g. solicitors, debt recovery agents, Courts) to help pursue and recover the debt.
- We will not release your personal data to any external organisation for their marketing purposes. However, we may wish to send information about University events, developments and fundraising to you and your parent(s)/guardian(s)/trustee(s)/partner/other. We may also wish to send you information about related products or services that may be relevant to you, for example, information about discounts, sport, internet services and opportunities for employment or to enhance your career prospects, postgraduate funding, fundraising and voluntary work. If you do not want us to use your personal data in this way, please confirm in writing to: firstname.lastname@example.org.
- Teaching and events in University rooms may be recorded and made accessible to students and staff.
- Some personal data is passed to the Students’ Guild and/or the Falmouth and Exeter Students’ Union (FXU) to enable the provision of membership services.
- We may confidentially and securely share your personal information with third parties who are contracted to provide IT services for the University. Such information will only be used to provide the contracted services, and in accordance with the terms of the agreements with the University.
- We collect and hold data (including sensitive personal data) about your attendance, your achievements and your engagement with University systems. In addition to the obvious uses of this data we may analyse this information to help support your time as a student. Personal information identifying you will only be accessible to you and support or academic staff who have a legitimate reason for requiring access. You can find further information at http://ex.ac.uk/ELA
- We disclose details of full-time registered students to the relevant Council so that liability for Council Tax may be established. We disclose limited personal information of all students to the Electoral Registration Officer at the relevant Council.
- International students should be aware that personal information including information about your enrolment, attendance and progress at this establishment may be passed to the Home Office for purposes connected with immigration.
- In exceptional circumstances where we are concerned about your safety/wellbeing or consider you to be a risk to yourself or others we may share limited information with relevant third parties to ensure appropriate support is available.
- If you have given us your mobile phone number then we might text you with important information - for example, letting you know when lectures have been cancelled. If you do not wish to receive texts from us then you can find further information and unsubscribe at the following link: http://as.exeter.ac.uk/it/systems/connecttxt/
Sensitive Personal Data
- Medical certificates supplied to your College will be kept on your student record throughout your programme of study and may be used by the Board of Examiners for assessment purposes.
- Information relating to your attendance record and/or health may be disclosed within references to a third party requesting such information. Information concerning your physical or mental health may be disclosed within the University so that a proper level of care and facilities may be provided. AccessAbility or Accessibility Services will contact all students declaring a disability to confidentially discuss available help.
- Certain personal data will be sent to the Higher Education Statistics Agency for Statistical Analysis, Government Education Departments, Funding Councils and other authorised users of data. Data may also be checked for accuracy against external data sources. Contact details (including phone numbers) of finalists will be sent to HEFCE for the National Student Survey. See: http://www.hesa.ac.uk/collection-notices for full details. The University may also invite you to participate in surveys.
- Personal information is disclosed to the Student Health Centre.