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STUDENT PRIVACY NOTICE
1. PURPOSE OF THIS PRIVACY NOTICE
Solent University, as a registered Data Controller, has an obligation to comply with the General Data Protection Regulation and other Data Protection Law.
This privacy notice covers personal data for current Solent University students. It explains what data we collect, our legal basis for doing so, why we collect it, where we collect it from and, where applicable, who we will share it with. It also advises you of your rights with regard to the personal data we hold.
2. WHAT PERSONAL DATA DO WE COLLECT ABOUT YOU?
2.1 Apart from the data you have provided in your application, we will process a range of your data, including the following examples:
We will also collect, as required, sensitive or special category data such as your ethnic origin, religious belief, health/disability related data and sexual orientation.
Students are required to declare certain criminal convictions, for example, to meet the requirements of professional bodies for specific courses.
Both your image and voice may be recorded during our use of lecture capture software. Panopto is the system we use for recording lectures at teaching locations across the campus and making them available online. Recordings will only be available on Solent On-Line (SOL) course or unit pages. We may also capture your image on CCTV whilst you are on the University premises. The University has processes in place to protect all students, staff and visitors from any abuse of the CCTV system. We may use evidence for internal investigation or share information with law enforcement authorities as required to support criminal investigations.
2.2 Information we receive from other sources
We will receive some information from third parties with your consent; for example, funding and sponsorship partners, sponsoring employees, educational institutions, overseas agents, UCAS, and clearing houses, business partners and statutory and regulatory bodies.
2.3 Our university web server automatically collects standard information, including your IP address, browser type, operating system and access times.
Google will use this data for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf.
This information only governs Solent University's websites at the following domains (including sub-domains): solent.ac.uk; warsashacademy.co.uk and warsashsuperyachtacademy.com.
3. WHY DO WE COLLECT THE DATA AND WHAT IS OUR LEGAL BASIS FOR DOING SO?
Depending on the activity your data is used for, we will rely on one of a number of conditions for processing.
Special categories of data
We collect some sensitive or ‘special category’ data, including, for example, details of your ethnicity or any disability. This enables us to meet our responsibilities under equality and diversity law and to meet our statutory reporting obligations. Disability data will be shared with relevant university staff, with your consent, in order to enable you to receive support with your studies. Further details about our use of any sensitive personal data will be available at the time of collection.
4. WHEN DO WE COLLECT YOUR PERSONAL DATA?
We collect your personal data at various times:
4.1 When you are a student at the University
We will collect personal data for example when you enrol, when you use the University’s services such as the library, IT services or Student Services, the University’s systems such as the portal, attendance systems or Solent Online Learning (SOL) and when you submit work through the online submission system.
4.2 After you have completed your studies:
The University may contact you in connection with surveys such as the Graduate Outcomes Survey. We are required to ensure your contact data are up-to-date and will therefore contact you at various points in order to fulfil our responsibilities.
5. WHO DO WE SHARE YOUR PERSONAL DATA WITH?
We only share personal data when there are lawful grounds for doing so. We may share, for example:
Sensitive personal data relating to your health or a disability will not be shared with third parties without your express consent unless required by law or in your vital interests in an emergency.
6. DO WE TRANSFER YOUR PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)?
Some personal data may be transferred to, and stored at, destinations outside the EEA. Where this occurs the University will ensure that relevant security measures are in place to protect your personal data. This will be done by placing contractual obligations on those receiving your personal data or by ensuring that the recipients have subscribed to relevant international frameworks that aim to ensure adequate protection.
7. HOW LONG DO WE KEEP YOUR PERSONAL DATA?
Subject to other notices, we may retain your personal data for a period of six years after your studies with us have come to an end. Some data may be retained indefinitely in order to maintain your academic record for archiving purposes and in order to validate your qualifications on your request.
8. TELLING US ABOUT CHANGES IN YOUR PERSONAL DATA
Please advise us promptly about changes to the data we hold about you so that we can maintain accurate records. You can do this through the Student Portal or by contacting the Student Hub: http://portal.solent.ac.uk/home.aspx
9. USING PERSONAL DATA IN YOUR STUDIES
If you need to collect or use the personal data of other people as part of your studies at Solent University (for example, as part of a research project), you must comply with the University’s guidance on ethics and other requirements which you will be informed about.
10. YOUR RIGHTS IN RELATION TO THE PERSONAL DATA WE HOLD
Under the General Data Protection Regulation you have the following rights. Further information about these rights can be found here:
These rights are not absolute and we may be entitled to refuse requests when there are valid exceptions; we shall explain the reasons to you in such cases. If you wish to exercise any of the rights above, please email firstname.lastname@example.org in the first instance.
11. REGULATION OF THE USE OF YOUR PERSONAL DATA
The University maintains a data protection registration with the Information Commissioner's Office, the independent authority which oversees compliance with the Data Protection Laws.
The University's registration numbers are:
Solent University Z5969541
Solent University Limited Z6147551
12. HOW TO CONTACT US
You are welcome to contact us if you have any concerns about how we process your personal data.
The University’s Data Protection Officer is currently Paul Colbran. Please use the following contact details for any queries about this privacy notice or how we process your personal data.
Tel: 023 8201 3229
023 8201 3978
By Post: Information Rights,
Policy, Governance and Information,
East Park Terrace,
13. REQUESTING ACCESS TO YOUR PERSONAL DATA
To request access to the personal data that we hold about you, please email email@example.com.
14. INFORMATION COMMISSIONER’S OFFICE
We will always aim to respond clearly to any concerns you have regarding the processing of your data and to requests to exercise the rights stated above. However if you remain concerned or believe that Solent University has failed to comply with the data protection legislation then you have the right to complain to the data protection regulator, the Information Commissioner. Contact details follow:
The Information Commissioner’s Office
Tel 0303 123 1113
6 August 2018
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Page last updated on Monday 6 August 2018 at 11.15am.
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