Students Privacy Notice
- Why do we collect your information?
- When do we collect Data?
- What sort of data do we collect?
- How do we use your information?
- How long do we keep your data for?
- Who do we share your information with?
- How can you find out what information we hold on you?
Here at the University of Salford we work hard to ensure that you get the very best experience without having to worry if your information is safe.
Outlined below is how & why we collect, use, & share your personal information, & your rights in relation to that data.
We know that there’s lots of information here, but we want you to be fully informed – we hope the following sections will answer any questions you have but if not, please do get in touch with us.
A bit about Us.
The University of Salford is the “Data Controller” of your personal data & is subject to the General Data Protection Regulation 2016 (“GDPR”). We are registered with the Information Commissioner’s Office (“ICO”) registration number Z469563X and our Data Protection Officer is Andrew Hartley.
Why do we collect your Information?
Under the GDPR we have to have justification (“legal basis”) for obtaining your information, for Students we believe that this is:
1: Public Task
To ensure that we can carry out our role as an educational and research establishment, meeting legal, moral and contractual obligations, as laid out in the University’s Charter.
In order to meet our contractual duties to you as a Student and provide you with educational & other services as laid out in our Student Agreement with you.
When Do We Collect Data?
We collect data about you at various stages in your relationship with us. This may be:
- When we validate your academic achievements with your previous Education provider.
- When you apply to study at the University of Salford & complete an application form.
- When you register with us as a student.
- From third party sources (for example, UCAS, other institutions involved in the delivery of joint programmes, Government Departments such as the Home Office or the Student Loans Company). Where we obtain personal data from third party sources, we will look to ensure that the third party has lawful authority to provide us with your personal data.
- When you communicate with us, via phone, email or via the website, for example to make enquiries or raise concerns.
- Throughout your time as a student, collating information relating to your work, examinations & other information in your Student Record such as careers advice, counselling and financial support.
What Sort of Data Do We Collect?
Under the GDPR we are only permitted to collect the minimum amount of information needed to carry out a specific purpose. We may collect the following type of personal data about you:
1: Information that helps identify you:
- Your name & date of birth,
- Contact information (address, email, phone numbers)
- National Insurance Number (or other Tax Identification number)
- Passport Number (or National Identity Card details),
- Country of domicile & nationality.
- We also allocate you a unique student number
2: Information relating to your education & employment history:
- The school(s), sixth form(s)/college(s) & other Universities you’ve attended
- Dates of Study & examination results
- Places of work & vocational qualifications achieved.
3: Information about your family or personal circumstances plus both academic & extracurricular interests, where this is relevant to the assessment of your suitability to receive a bursary or in order to provide you with appropriate pastoral care
4: Sensitive personal data, including:
- Information concerning your health & medical conditions
- Information about your racial or ethnic origin, religion or political beliefs & sexual orientation
- Certain criminal convictions
When you register with us as a student you can decide if you wish to share with the University certain types of sensitive personal data. The Online Registration process will provide you with more information.
How Do We Use Your Information?
We will process your personal information for a range of purposes associated with your time here as a student. The primary purposes are:
- Admissions application processing
- Student administration, including registration, provision of student ID card, timetabling, engagement monitoring, maintenance of the student record;
- Provision of core teaching, learning and research services, including assessment, managing progress, academic misconduct investigations, certification and graduation;
- Provision of email, IT accounts and library services;
- Student wellbeing and support, including pastoral support, counselling services, personal tutoring, careers and employability services;
- Financial administration, including tuition fee payment, liaison with the Student Loans Company, assessing eligibility for bursaries and scholarships;
- Complying with statutory requirements, such as monitoring equal opportunities & declarations of “good character” for certain courses.
How Long Do We Keep Your Data For?
Data is retained for as long as it is required to perform its purpose, or for as long as is required by law (see the link below). At the end of that retention period, your data will either be deleted completely or anonymised.
Who Do We Share Your Information With?
Sometimes we share your personal data with trusted third parties, in order to meet our contractual needs or to improve our services
Here’s the policy we apply to those organisations to keep your data safe & protect your privacy:
- We provide only the information they need to perform their specific services.
- They may only use your data for the exact purposes we specify in our contract with them.
- We work closely with them to ensure that your privacy is respected & protected at all times.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
Examples of the kind of third parties we work with are:
1: Our employees, agents & contractors where there is a valid reason for their receiving the information, including:
- Third parties who provide student support services, e.g. counselling & accommodation
- Third parties, such as QSES, who support our International recruitment processes.
- UK and Overseas Partner institutions if you are studying a validated or franchised programme
- Third parties who provide IT support
- Santander who provide ID Cards
- Third parties who manage Bursary awards
- WPM who manage financial payment transactions
- Organisations operating anti-plagiarism software on our behalf
- Internal & external auditors
- Employers for Degree Apprenticeship programmes
- The Students’ Union
- Third parties who act on our behalf to recover money you owe to us
- Third parties who conduct surveys, for example the National Student Survey.
2: Those with an interest in tracking student progress & attendance, including
- Student sponsors e.g. Student Loan Company, research sponsors, research councils & NHS
- Current or potential education providers, e.g. where you take part in an exchange or a placement as part of your course.
- Current or potential employers, to provide references or, for sponsored or placement students, to confirm details of progress and attendance.
3. Professional & regulatory bodies, in relation to the confirmation of qualification, professional registration & conduct & the accreditation of courses, including:
- Nursing & Midwifery Council
- Health and Care Professions Council
- British Psychological Society
- Solicitors Regulation Authority
- Bar Standards Board
- Chartered Institute of Management Accountants
- Royal Institution of Chartered Surveyors
- Royal Institution of Building Architects
- Royal Aeronautical Society
- Institute of Physics
- Institute of Acoustics.
4: Government departments & agencies where we have a statutory obligation to provide information, for example:
- The Office for Students (OfS)
- The Higher Education Statistics Agency (HESA)
- The Home Office (in connection with UK visas and immigration)
- Council Tax & Electoral Registration Officers (for the purpose of assessing liability for Council Tax & for electoral registration purposes).
5. Crime prevention or detection agencies, e.g.
- The police
- Department for Work & Pensions
- Trading Standards.
We will only share information with parents, guardians & next-of-kin when there is a valid reason for disclosure.
International Data Transfers
Some of the personal information we process about you may be transferred to, and stored at, a destination outside the European Economic Areas (“EEA”), for example where it is processed by staff operating outside the EEA who work for us or for one of our suppliers, or where the personal data is processed by one of our suppliers who is based outside the EEA or uses a storage facilities outside of the EEA. For example, when our International Recruitment supplier collects your personal details when you are applying for a study place at the University.
How Can You Find Out What Information We Hold On You?
You have certain rights in respect of the personal information the University holds about you. For more information about Individual Rights under GDPR and how you exercise them please return to our website www.salford.ac.uk/privacy
From time to time we may make changes to this statement because the way we are processing your personal information changes. All alterations will be posted on this page and will apply from the time we post them. Where we have a valid email address for you we will periodically email you to inform you what changes have been made and to send you a link to our current privacy statement.
This statement was last updated on 25 May 2018.