1. introduction 1. introduction

The University of East Anglia is a registered data controller and will collect and use information about students in accordance with the data protection principles within the Data Protection Act 1998. 

This privacy notice applies to registered UEA students. The notice outlines what you can expect when the University processes your personal information.

2. what information do we collect about you? 2. what information do we collect about you?

During the course of your involvement with the University, we will collect and hold your personal data (potentially including sensitive personal data). The data we process includes, but is not limited to:

  • Information gathered in the course of your application to the University including contact details
  • Details of courses, enrolments, timetables and room bookings, marks and examinations
  • Financial information collected for the purposes of administering fees and charges, loans, grants, studentships and hardship funds
  • Photographs, and video recordings for the purpose of recording lectures, student assessment and examination, and examination monitoring
  • Information about your engagement with and use of University services, such as the Library and Careers service
  • Information used to contact you or your next of kin in case of an emergency
  • Information related to the prevention and detection of crime and the safety and security of UEA staff and students, including, but not limited to, CCTV recording and data relating to breaches of University regulations
  • Information gathered for the purposes of equal opportunities monitoring
  • Information relating to the provision of advice, support and welfare, such as data relating to your use of the services offered by the Student Support Service
  • Copies of passports, visas and any other documents required to ensure compliance with Home Office requirements for international students

3. how will we use information about you? 3. how will we use information about you?

The University processes student personal data in order to:

  • Undertake and administer teaching, timetables, examinations and research, including use of Turnitin or other anti-plagiarism services
  • Administer and facilitate your use of University services (e.g. accommodation, library, IT, Careers)
  • Monitor and evaluate the student experience
  • Monitor the effectiveness and efficiency of University programmes both internally and as against other universities
  • Fulfil statutory reporting requirements
  • Ensure the health, safety and well-being of students
  • Enable you to access University premises and resources, by means of your student card
  • Monitor compliance with University regulations and investigate any indications of breaches
  • Monitor compliance with the terms of any visa issued under the sponsorship of the University
  • Notify you of services and events related to your studies (in accordance with your rights under the Privacy and Electronic Communications Regulations)
  • Respond to requests for information made under the Data Protection Act 1998
  • Facilitate the internal recruitment process for student internships
  • For postgraduate research students only, to facilitate inclusion in the University's research information tool, PURE (basic contact details are made publicly available).

The University also aggregates much of the data collected within its in-house data warehouse to allow reporting on student data.

3.1 Alumni data

For information on how the University collects and uses data about its alumni, see our Alumni Privacy Notice.

3.2 Sensitive Personal Data

The University recognises the significance of sensitive personal data and will only process such data if certain conditions are met. These conditions are outlined in guidance from the UK Information Commissioner’s Office.

3.3 Who has access to your data

Staff access to your personal data stored by the University will be restricted to those staff whose roles require use of such data.

4. sharing and disclosing your personal information 4. sharing and disclosing your personal information

The University may disclose certain personal data to external bodies as categorised below. At all times, the amount of information disclosed and the manner in which it is disclosed will be in accordance with the provisions and obligations of the Data Protection Act. Please note this is not an exhaustive list.

Disclosure to

Details

Sponsors, where a contract exists

In accordance with the terms of the contract (which usually relate to attendance and progress reports). This does not include third parties (such as parents) who may be paying for your studies but with whom no formal contract exists.

Educational loan providers (including Student Loans Company)

For the purposes of confirming identity, attendance and enrolment in order to facilitate and enable the provision of financial support to you as appropriate.

Professional bodies 
(e.g. General Medical Council, Royal College of Nursing, Law Society)

For the purposes of confirming your qualifications and the accreditation of your course or in respect of any fitness to practice concerns or procedures.

Partner colleges

If you are studying at one of UEA's partner colleges(namely institutions that assist UEA in its academic delivery to students), data may be shared between UEA and the partner college in connection with the administration of your course and studies.

INTO UEA Centre

For students who have undertaken prior study at the INTO University of East Anglia Study Centre or other INTO Study Centres only: degree classification outcomes, and contact details on completion of their UEA course to allow INTO UEA LLP to track student outcomes.

University Medical Service

Sharing of basic information of all registrants at UEA to allow the University to ensure that all students have a registered GP, and to ensure continued medical coverage during time as registered student. Information in regards registrants from TB susceptible countries is also shared for public health purposes.

Work placement sites

Data may be shared with relevant parties where necessary for the purposes of your study. E.g. contact details and information regarding your academic record. In addition to DBS checks some students may be required to undertake further checks by their placement provider.

Educational partners involved in joint course provision

For the purposes of monitoring your study and where appropriate to fulfil the University's obligations as a visa sponsor.

The Higher Education Funding Council (HEFCE) and its agents

UEA must, statutorily, provide student statistical data to HEFCE and its agencies. HEFCE may also pass contact details to survey contractors to carry out the National Student Survey (NSS)

Higher Education Statistics Agency (HESA), funding councils and other government bodies

Data will be passed to HE funding councils, government bodies and HESA as required. You are advised to refer to the collection notices on the HESA website for further details.

Potential employers or providers
of education whom you have approached

For the purposes of confirming your qualifications.

Local Government Council Tax assessment departments

For the purpose of its assessing and collecting of Council Tax.

Electoral Registration Officers (ERO)

Name, address and nationality allow the ERO to send out communications encouraging eligible students to register to vote in local, national and European elections. 

UK agencies with duties relating to the prevention and detection of crime, apprehension and prosecution of offenders, collection of a tax or duty, or safeguarding national security*

As necessary, and with appropriate consideration of your rights and freedoms. Departments may include the Department of Work & Pensions, the Police, the Foreign & Commonwealth Office

Home Office, UK Visas and Immigration

In order to fulfil the University's obligations as a visa sponsor.

Disclosure and Barring Service (DBS)

In order to apply for an Enhanced DBS check, and to comply with placement providers.

UEA Student Union

To allow the Student Union to 

- verify student data for a variety of purposes, including voting in Union affairs.

- assist the Union in ensuring security of students on Union premises.

- contact students regarding further use of personal data by the Union for Union purposes.

Third party software suppliers

Where external computer systems are required to facilitate the purposes listed in section 3, student data may be shared with software suppliers.  Where strictly necessary, the University may share copies of student data in order to test or troubleshoot the IT systems we use or plan to use.

Any such transfer will be subject to a formal agreement between the University and those suppliers, to ensure protection of your personal data. Examples include Office 365, Blackboard, Turnitin, CareerHub, Cherwell, Liferay and systems underpinning authentication to Library subscription databases.

 4.1 Other disclosures to third parties

The University may, from time to time, need to make other disclosures of your personal information to external bodies without your consent. Any such disclosures will be made in accordance with the obligations imposed on the University by the DPA and other relevant legislation, and with due consideration of your rights.

5. how long we keep your personal information 5. how long we keep your personal information

We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected, and in accordance with the University’s Records Retention Schedules. Data will be securely destroyed when no longer required. Note that some information about your studies at UEA will be held indefinitely – see Alumni notice for further details. 

6. access to your information and correction 6. access to your information and correction

Students may request a copy of the personal data held about them by UEA. If you wish to make such a request, contact the Information Policy and Compliance Managers (see section 9 for contact details) or download and complete a subject access request application form. A fee of £10 will be charged for all valid requests for personal data.

If you wish to correct any information held by the University about you, contact the relevant department in the first instance. If you have any further concerns about the accuracy of your personal data as held by the University, or any other concern about the processing of your personal data contact the University’s Information Policy and Compliance Managers - see section 9 for details.

7. website 7. website

The UEA website privacy statement explains how data may be gathered about users of the University’s website.

The University’s privacy notices do not cover the links within the UEA site which link to other websites. We suggest you read the privacy statements on other websites you visit.

8. changes to this privacy policy 8. changes to this privacy policy

We regularly review the University’s privacy notices. This privacy notice was last updated in August 2016.

9. how to contact us 9. how to contact us

If you require further information about how your personal data will be held and processed by UEA, or if you wish to make a complaint about any data protection matter, contact the University’s Information Policy and Compliance Managers (01603 59 2431 / 3525 or dataprotection@uea.ac.uk).