Graduation Privacy Notice
About this notice
Your privacy is important to us and the University of Exeter is committed to protecting your personal data. This Privacy Notice provides essential information about how the University collects and uses your personal information (data). It is relevant to those who are registered students at the University.
The University holds personal data about you in its capacity as Data Controller. Further information about how we use your personal data is provided below.
The legal basis for our use of your personal data will be the following:
- We will process your data with your consent (to include your name/course in the graduation brochure) and to carry out the necessary administration relating to your graduation ceremony.
- We need to process your personal data to carry out a task in the public interest (storing data following graduations)
Throughout this notice, "University" refers to the University of Exeter. "We," "our" and "us" refers to the teams responsible for Graduation administration within the University of Exeter.
The University of Exeter (the University) is a data controller and will only process your personal data in accordance with the University’s data protection notice and in accordance with current data protection legislation (including the Data Protection Act 2018 and the General Data Protection Regulation).
The University’s Data Protection Officer can be contacted by emailing email@example.com.
The University takes its duties and responsibilities under the legislation extremely seriously and will only keep your data for as long as necessary, bearing in mind the purposes for which your personal data is collected.
The type of personal data and sensitive personal data the University may process about you with specific regard to Graduation ceremonies includes:
- Your name and your student number
- Your permanent and term time addresses and your contact details including email and other electronic identifiers
- Your date of birth
- Your academic record
- Your attendance at the University
All of the information we process is recorded on your Student Record. Most of this information is provided by you, either during online registration at the beginning of the academic year, or during Graduation registration.
We use the data we collect to carry out the necessary administration relating to your graduation ceremony, to allow you to register for and attend a graduation ceremony, and to deal with any enquiries you have regarding your ceremony.
Limited personal data, including your name, student number, ceremony, and course title, will be shared with our robing supplier to ensure you are able to book your graduation robes online. The privacy notice for our current robing supplier can be found here: https://www.graduationattire.co.uk/privacy-policy-2-816/
Your name and ceremony date/time may be shared with a third party to produce official graduation merchandise, such as hoodies and t-shirts. This data is only shared with your express permission (given during graduation registration).
The names and course titles of all graduating students, including those graduating in absentia, will be printed in the Graduation brochure. All graduands will receive a copy of the graduation brochure at the ceremony, and additional copies are available for guests to purchase.
Each graduation ceremony is filmed and streamed online, via the University's official YouTube account, in order to allow friends and family who are unable to attend the ceremony to watch at home. The record is then kept on the University's website after the ceremony, to allow those who wish to view the ceremony after it has taken place to do so.
For an example of the ceremony recording, please see our "Watch the Ceremonies" page.
If you have any questions about the way we use your data for graduation-specific purposes, or would like to change your graduation data preferences, please contact SID by emailing firstname.lastname@example.org or calling +44 (0) 1392 724724.
If you have further concerns, please contact the University’s Compliance, Governance and Risk team in the first instance by emailing email@example.com or calling +44 (0) 1392 726842.