Why we need to use your information

The lawful basis for our use of your personal information

Special category lawful basis (where relevant)

With your consent

To fulfil contractual obligations

To comply with the law

To protect your vital interests

To fulfil public task/statutory responsibility

Legitimate interests*

To enrol you as a student

x

For the administration of courses, enrolments and timetables

x

For the administration and marking of coursework and examinations

x

Monitoring of student assessment and examination (e.g. video recordings)

x

To verify your identity (e.g. for access to buildings or placements)

x

To record and monitor attendance, engagement and academic progress

x

Explicit consent (sickness absence only)

Allocation and administration of placements

x

To arrange visits and trips associated with your studies

x

Where required, to share fitness to practise information with recognised professional and regulatory bodies

x

Substantial public interest

To share your qualifications with recognised professional and regulatory bodies

x

To share course progression data with educational partners involved in joint course provision

x

To share attendance and progress reports with sponsors (where a contract exists to allow this)

x

For administering and conducting investigations into academic or professional conduct

x

For administering and conducting non-academic disciplinary proceedings or investigations

x

Substantial public interest

For research students only, to record the individual's research activities in the research tool PURE. A profile page is published on the University website from the information recorded in PURE

x

x

Recording and processing extenuating circumstances for exam or coursework concessions,  extensions, interruptions or other concessions

x

Explicit consent

To notify you of services and events related to your studies**

x

x

To facilitate and record access to, and use, of University services, such as the Library, Careers and IT

x

Recording of disability information to facilitate access to buildings

x

x

Explicit consent

To monitor non-course specific training attendance and completion (e.g. PPD or other mandatory training). Centrally held training completion data may be shared with other UEA departments as appropriate

x

For the purposes of administering fees and charges, loans, grants, studentships and hardship funds

x

For the purposes of Disclosure and Barring (DBS) checking, for courses that are exempt from the Rehabilitation of Offenders Act

x

x

Substantial public interest

To fulfil the University's obligations as a visa sponsor and comply with Home Office / UKVI obligations

x

Data sharing with external organisations. E.g. to enable the Higher Education Statistics Agency and government agencies to carry out their statutory reporting functions

x

x

x

Recording and reporting as required to fulfil the University’s Prevent duty

x

Substantial public interest

As strictly necessary and allowed by law, to assist UK agencies with duties relating to the prevention and detections of crime, apprehension and prosecution of offender, collection of a tax or duty, or safeguarding national security

x

x

For employment, social security and social protection purposes, and/or To protect your vital interests, and /or Substantial public interest

To process and respond to requests for information, as required by law (e.g. Freedom of Information or data protection legislation)

x

Substantial public interest

To produce statistics to help us understand changes in our student population to help us ensure policies and practices do not disadvantage minority groups (equal opportunities monitoring)

x

x

Substantial public interest and/or explicit consent

To monitor individual access to, and use of, specific facilities and premises, where we believe this to be necessary for health and safety or to protect University property

x

For the purposes of Occupational Health Assessments (relevant professional courses only)

x

For employment, social security and social protection purposes

For the provision of confidential counselling, advice
or support services

x

Substantial public interest

To contact you or your identified next of kin in case of a non-medical emergency

x

x

In case of a medical emergency

x

To protect your vital interests

To share basic information with University Medical Service to enable you to register with a GP

x

Where your circumstances may identify a potential public health risk, to share that data with University Medical Services

x

For employment, social security and social protection purposes

For the prevention and detection of crime, and to ensure the security, safety and well-being of our students, staff and other campus users

x

Substantial public interest

To record and report on incidents and accidents, as required by Health and Safety law

x

For employment, social security and social protection purposes

To enable you to register to vote

x

To confirm qualifications (to potential employers or providers of education you have approached)

x

x

To share confirmation of study details with the council for the purpose of its assessing and collecting of Council Tax

x

For allocation and administration of student residences

x

To enable the local Electoral Registration Officer to send out communications encouraging eligible students to register to vote

x

To share basic contact details with the Student’s Union to enable participation in their activities, including voting

x

To review student opinion and satisfaction with services provided by the University

x

To participate in national and sectoral benchmarking activities

x

To record (audio and/or visual) lectures and events you may attend

x

For former INTO UEA students only, to share stage and module marks, degree classification outcomes and contact details (for the purposes of requesting testimonials) with INTO

x

For insurance purposes (e.g. travel insurance)

x

With your explicit consent

Potential employers or providers of education whom you have approached

Confirmation of your qualifications

External supervisors and external examiners

Details and copies of your work to be assessed, probationary reviews (where relevant)

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

Course progression data, confirmation of your qualifications and the accreditation of your course or in respect of any fitness to practise concerns or procedures

Sponsors or commissioners, where a contract exists

In accordance with the terms of the contract (which usually relate to attendance and progress reports)

Educational loan providers (including Student Finance England)

Confirmation of identity, attendance and enrolment in order to facilitate and enable the provision of financial support to you

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 to fulfil our statutory or regulatory functions. You are advised to refer to the collection notices on the HESA website for further details.

The Office for Students (OfS) and its agents UEA must, statutorily, provide student statistical data to OfS and its agencies. This includes Widening Participation data. OfS may also pass contact details to survey contractors to carry out the National Student Survey (NSS)

Educational partners involved in joint course provision

Confirmation of identity, attendance and enrolment

Educational or research partners involved in doctoral training partnerships, industrial CASE studentships, research co-tutelle or split-site PhD agreements

In accordance with the terms of the agreement and the terms and conditions signed up to by individual students

Local Government Council Tax assessment departments

Confirmation of identity, attendance and enrolment

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. Further information may be shared only where you have provided consent

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, where allowed by UK data protection law, and with appropriate consideration of your rights and freedoms

Home Office, UK Visas and Immigration

Confirmation of identity, attendance and enrolment

Disclosure and Barring Service (DBS)

See DBS website. Data will include personal details, Identity verification details e.g. passport number, driving licence number etc., Criminal record declaration

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

and as documented in the UUEAS/ UEA data sharing agreement (available on demand)

Work or study 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 and occupational health checks some students may be required to undertake further checks by their placement provider

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

Partner colleges

If you are studying at one of UEA's partner colleges (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 and INTO IUP

For students who have undertaken prior study at the INTO University of East Anglia Study Centre or other INTO Study Centres only: course information, course progression data, degree classification outcomes, and contact details, to allow INTO UEA LLP to track student outcomes. Information on security incidents involving students and student disciplinary processes may also be shared

External organisations supporting research, e.g. funders, collaborators, professional bodies, journals

For the purposes of research misconduct investigations: respondent and complainant names, details of retracted papers

Further information, such as funding applications, and awards including salaries, may be shared with research bodies, see the University’s Research and Innovation Division (RID) Privacy Notice

Jisc

Information required for the purposes of conducting data analytics (service in development)

Charitable Trusts and organisations

Students who have applied for financial assistance may be asked to consent that personal data is shared in order to support or verify their application statement

Health and Safety Executive

Reports of accidents/incidents, as required by law