Registrar's Office

Official Notification

University Official Notification

The University has notified the Information Commissioners Office of the purposes under which it processes personal information. Each purpose contains details on:

  • How the information is used - Data Controllers further description of purpose
  • Who the information relates to - Data Subjects
  • Who the information will be disclosed to - Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

  • Whether or not the information is distributed outside the European Economic Area - Transfers

Personal information should only be processed under one of the following purposes:

Purpose 1
Staff, Agent & Contractor Administration

Purpose 2
Advertising, Marketing, Public Relations, General Advice Services
Purpose 3
Accounts & Records
Purpose 4
Education

Purpose 5
Student & Staff Support Services

Purpose 6
Research
Purpose 7
Other Commercial Services
Purpose 8
Publication of the University Magazine
Purpose 9
Crime Prevention & Prosecution of Offenders
Purpose 10
Provision of Alumni Service & Associated

Purpose 11
Information & Databank Administration

 

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Purpose 1 - Staff, Agent & Contractor Administration

Data Controllers further description of purpose

The administration of prospective, current and past employees including self-employed, contract personnel, temporary staff or voluntary workers.

Administration of non-University staff contracted to provide services on behalf of the University

Planning and management of data controllers workload or business activity

Occupational health service

Administration of agents or other intermediaries

Pensions administration

Disciplinary matters, industrial tribunals etc.

Staff training

Vetting Checks.

Data Subjects

Staff including volunteers, agents, temporary and casual workers

Customers and Clients

Suppliers

Relatives, guardians and associates of the data subject

Advisers, consultants and other professional experts

Patients

Previous and prospective employers of the staff and referees

Agents and contractors
Data Classes

Personal details

Family, lifestyle and social circumstances

Education and training details

Employment details

Financial details

Goods or services provided

Racial or ethnic origin

Trade union membership

Physical or mental health or condition

Offences (including alleged offences)

Customer, client details (including goods, services received)

Supplier details (including goods, services provided)

Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

Recipients of University services

Higher Education statistics agency

Student Union

Legal representatives

Data subjects themselves

Relatives, guardians, or other persons associated with the data subject

Current, past or prospective employers of the data subject

Healthcare, social, and welfare advisers or practitioners

Education, training establishments and examining bodies

Employees and agents of the data controller

Suppliers, providers of goods or services

Financial organisations and advisers

Survey and research organisations

Police forces

Local Government

Central Government

Courts/Tribunals

Careers service

Trade Unions and staff associations

Transfers

Worldwide


Statement of exempt processing


This data controller also processes personal data which is exempt from notification.

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Purpose 2 - Advertising, Marketing, Public Relations, General Advice Services.

Data Controllers further description of purpose

The identification of recipients for University services and administration of promotional campaigns

The advertising and promotion of the University and its services including by direct marketing means

The advertisement and provision of general advice to members of the public about University services

The advertisement and promotion of the University through third party products and services e.g. financial sponsorship

Fundraising for the University and other organisations (excluding fundraising through alumni).

Data Subjects

Staff including volunteers, agents, temporary and casual workers

Customers and clients

Complainants, correspondents and enquirers

Relatives, guardians and associates of the data subject

Advisers, consultants and other professional experts

Students and pupils

Persons who may be subject of enquiry, press release or other promotional exercise

Donors and friends of the university
Data Classes

Personal details

Family, lifestyle and social circumstances

Education and training details

Employment details

Physical or mental health or condition

Customer, client details (including goods, services received)

Supplier details (including goods, services provided)

Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

Recipients of University services

Student Union

Data subjects themselves

Relatives, guardians, or other persons associated with the data subject

Current, past or prospective employers of the data subject

Employees and agents of the data controller

Suppliers, providers of goods or services

Persons making an enquiry or complaint

Trade, employer associations and professional bodies

The media

Trade unions and staff associations

Transfers

Worldwide
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Purpose 3 - Accounts & Records

Purpose Description

Keeping accounts related to any business or other activity carried on by the data controller, or deciding whether to accept any person as a customer or supplier, or keeping records of purchases, sales or other transactions for the purpose of ensuring that the requisite payments and deliveries are made or services provided by him or to him in respect of those transactions, or for the purpose of making financial or management forecasts to assist him in the conduct of any such business or activity

Data Controllers further description of purpose

The administration of supplier records relating to goods, orders, services and accounts provided to the university.
Data Subjects

Staff including volunteers, agents, temporary and casual workers

Suppliers

Advisers, consultants and other professional experts

Students and pupils
Data Classes

Personal details

Employment details

Financial details

Goods or services provided
Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

Data subjects themselves

Business associates and other professional advisers

Employees and agents of the data controller

Suppliers, providers of goods or services

Persons making an enquiry or complaint

Financial organisations and advisers

Auditors

Courts/Tribunals
Transfers

Worldwide

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Purpose 4 - Education

Purpose Description

The provision of education or training as a primary function or as a business activity

Data Controllers further description of purpose

Administration of education and training (e.g. registration and monitoring, calculation and publication of exam results, provision of references)

Provision of education and training (e.g. planning and control of curricula and exams, commissioning, validating and producing educational materials, sandwich placements)

Administration of applications (e.g. receipt and processing of UCAS forms, compilation of statistics, assessments including preliminary and confirmed offers, liaison with UCAS)

Preparation of DfEE returns

Administration of student awards and fees

Student discipline
Data Subjects

Staff including volunteers, agents, temporary and casual workers

Suppliers

Complainants, correspondents and enquirers

Relatives, guardians and associates of the data subject

Advisers, consultants and other professional experts

Students and pupils

Authors, publishers, editors, artists and other creators

Third parties participating in course work (e.g. volunteers, patients, survey respondents).

Data Classes

Personal details

Family, lifestyle and social circumstances

Employment details

Financial details

Racial or ethnic origin

Religious or other beliefs of a similar nature

Physical or mental health or condition

Offences (including alleged offences)

Student records

Supplier details (including goods, services provided).

Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

UCAS

Funding councils

Higher education statistics agency

Student Union

D Foreign Embassies

D European Commission

D European Court of Auditors

Data subjects themselves

Relatives, guardians, or other persons associated with the data subject

Current, past or prospective employers of the data subject

Healthcare, social and welfare advisers or practitioners

Education, training establishments and examining bodies

Employees and agents of the data controller

Suppliers, providers of goods or services

Financial organisations and advisers

Survey and research organisations

Police force

Local Government

Voluntary and charitable organisations

The media

Courts/Tribunals

Department for education and employment

Transfers

Worldwide

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Purpose 5 - Student & Staff Support Services

Data Controllers further description of purpose

Administration and management of University and privately owned property (including accommodation services)

Administration of grants and loans (e.g. student loans, loans from the Student Loans Company, access loans)

Administration and provision of health care services

Administration and provision of library services (including membership records, loan/hire records, information and databank administration)

Ticket issue/reservation services

Administration and provision of a student card

Administration and provision of welfare and pastoral services

Careers guidance

Provision of creche facilities

Administration and provision of computing facilities

Administration and provision of catering facilities

Administration and provision of sport and recreation facilities

Data Subjects

Staff including volunteers, agents, temporary and casual workers

Customers and clients

Suppliers

Complainants, correspondents and enquirers

Relatives, guardians and associates of the data subject

Advisers, consultants and other professional experts.

Students and pupils

Business or other contacts

Landlords

Tenants

Health Professionals

Welfare and
pastoral professionals and advisers

Authors, consultants, other professional experts

Subjects of research

Financial Sponsors

Data Classes

Personal details

Family, lifestyle and social circumstances

Education and training details

Employment details

Financial details

Goods or services provided

Racial or ethnic origin

Religious or other beliefs of a similar nature

Trade union membership

Physical or mental health or condition

Sexual life

Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

Student loans company Ltd.

Prison service

Probation service

Student Union

Public Utilities

Data subjects themselves

Current, past or prospective employers of the data subject

Education, training establishments and examining bodies

Business associates and other professional advisers

Employees and agents of the data controller

Financial organisations and advisers

Police force

Local government

The media

Courts/Tribunals

Careers service

Trade unions and staff associations

Department of social security

Landlords
Transfers

Worldwide

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Purpose 6 - Research

Purpose Description

Research in any field, including market, health, lifestyle, scientific or technical research

Data Controllers further description of purpose

Academic research or statistical analysis in all fields, including scientific, technical, health, social, economic or market research.

Identification of subjects for survey or analysis

Collection or extraction of data

Analysis, interpretation and evaluation of data

Output/presentation of results or findings

Administration of research funding

Ethical procedures

Staff appraisal

Government returns (RAE)
Data Subjects

Staff including volunteers, agents, temporary and casual workers

Customers and clients

Suppliers

Complainants, correspondents and enquirers

Relatives, guardians, and associates of the data subject

Advisers, consultants and other professional experts

Students and pupils

Subjects of research

Financial sponsors
Data Classes

Personal details

Family, lifestyle and social circumstances

Education and training details

Employment details

Financial details

Goods or services provided

Racial or ethnic origin

Religious or other beliefs of a similar nature

Trade union membership

Physical or mental health or condition

Offences (including alleged offences)
Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

Providers of publicly available information

Financial sponsors

Data subjects themselves

Education, training establishments and examining bodies

Employees and agents of data controller

Suppliers, providers of goods or services

Persons making an enquiry or complaint

Financial organisations and advisers

Survey and research organisations

Customers and clients of the data controller for goods and services
Transfers

Worldwide

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Purpose 7 - Other Commercial Services

Data Controllers further description of purpose

The provision of consultancy and advisory services

Provision of conference facilities (e.g. lecture halls, accommodation, catering etc.)

Other chargeable services (excluding tuition fees)
Data Subjects

Staff including volunteers, agents, temporary and casual workers

Customers and clients

Suppliers

Complainants, correspondents and enquirers

Relatives, guardians and associates of the data subject

Advisers, consultants and other professional experts

Students and pupils
Data Classes

Personal details

Family, lifestyle and social
circumstances

Employment details

Financial details

Goods or services provided

Physical or mental health or condition

Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

Data subjects themselves

Employees and agents of the data controller

Suppliers, providers of goods or services

Person making an enquiry or complaint

Financial organisations and advisers

Debt collection and tracing agencies

The media

Courts/Tribunals

Customers and clients of the data controller for goods and services

Transfers

Worldwide
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Purpose 8 - Publication of the University Magazine

Data Controllers further description of purpose

Publication of the University magazine
Data Subjects

Staff including volunteers, agents, temporary and casual workers

Customers and clients

Complainants, correspondents and enquirers

Relatives, guardians and associates of the data subject

Advisers, consultants and other professional experts

Students and pupils
Data Classes

Personal details

Family, lifestyle and social circumstances

Education and training details

Employment details

Financial details

Goods or services provided

Photographic images

Text of magazine articles
Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

Students and pupils

Data subjects themselves

Relatives, guardians or other persons associated with the data subject

Education, training establishments and examining bodies

Suppliers, providers of goods or services

The media
Transfers

None outside the European Economic Area
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Purpose 9- Crime Prevention and Prosecution of Offenders

Purpose Description

Crime prevention and detection and the apprehension and prosecution of offenders

Data Controllers further description of purpose

Includes the use of CCTV (the use of closed-circuit television for the monitoring and collection of sound and/or visual images for the purpose of maintaining the security of premises, for preventing crime and for investigating crime).

Data subjects

Staff including volunteers, agents, temporary and casual workers

Customers and clients

Students and pupils

Offenders and suspected offenders

Members of the public

Those inside, entering or in the immediate vicinity of the area under surveillance
Data classes

Personal details

Goods or services provided

Offences (including alleged offences)

Criminal proceedings, outcomes and sentences

Sound and/or visual images

Personal appearance and behaviour
Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

Security Organisations

Data subjects themselves

Business associates and other professional advisers

Employees and agents of the data controller

Suppliers, providers of goods or services

Persons making an enquiry or complaint

Police forces
Transfers

None outside the European Economic Area
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Purpose 10 - Provision of Alumni Service & Associated

Data Controllers further description of purpose

Alumni relations

The promotion of the relationship between the University and its alumni
University-related fundraising initiatives involving alumni

Advertising and promotion of alumni events and reunions

Distribution of University mailings (e.g. alumni magazines, newsletters, annual reports) and message forwarding (without disclosure of data)

The promotion of benefits and services available to alumni from third parties

Eliciting non-financial support (e.g. careers advice to students, help with student recruitment)
Data subjects

Staff including volunteers, agents, temporary and casual workers

Suppliers

Relatives, guardians and associates of the data subject

Students and pupils

Donors and leaders

Associates, friends of the university

Customers, clients of the university
Data classes

Personal details

Family, lifestyle and social circumstances

Education and training details

Employment details

Financial details

Goods or services provided

Racial or ethnic origin

Student record

Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

University affiliated/associated groups

Recipients of University services

Student Union

Data subjects themselves

Relatives, guardians or other persons associated with the data subject

Employees and agents of the data controller

Suppliers, providers of goods or services

Financial organisations and advisers

Transfers

Worldwide

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Purpose 11 - Information and Databank Administration

Purpose Description

Maintenance of Information or Databanks as a reference tool or general resource.

This includes Catalogues, Lists, Directories and Bibliographic databases.

Data Controller's further description of purpose

Provide background information on Public representatives areas of interest to assist in the promotion of the University and communication about its role in public affairs.

Data subjects

Political representatives

Public servants

Data Classes

Personal details

Family, Lifestyle and Social circumstances

Education and Training Details

Employment Details

Political Opinions

Sources (S) and Disclosures (D) (1984 Act). Recipients (1998 Act)

Data Subjects themselves

Employees and Agents of the Data Controller

Transfers

None outside the European Economic Area

Statement of Exempt Processing

This data controller also processes personal data which is exempt from notification

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