- Contact information: name, term-time and home postal address, email address (UEA and non-UEA), telephone numbers
- Date of birth
- Nationality
- Gender
- Visa details and copies of passports
- Next of kin details
- Photographs of you (e.g. for student card and ID verification)
- Protected characteristics information, where provided by you, in accordance with the Equality Act 2010
- Information on criminal convictions, where required and/or otherwise disclosed by you
About this notice
This privacy notice applies to students at the University of East Anglia. It tells you what to expect when the University collects and uses your personal information.
The University needs to use information about you in order to enrol you as a student, and to administer and support your studies, research, and use of UEA services, resources and facilities, in line with University Regulations and the Student Terms and Conditions.
The following sections describe the usual ways we will use your information during your time at UEA. Some Schools and departments have specific requirements that are not covered here. If we need to use your information in different ways, or for a different purpose, we will let you know by means of a separate notice.
Depending on your circumstances and relationship with the University, you may also need to read other UEA privacy notices. In particular, if you have applied to study at UEA but have not yet completed your registration you should read our Applicant privacy notice.
The University of East Anglia is a registered data controller and will collect and use information about students in accordance with current UK data protection legislation.
where does our information come from?
Most of the information we use is collected from you, either directly (for example when you fill in a form) or as a result of your actions (for example when you borrow a library book we create a record of your loans) or by observation (for example CCTV recordings). We have indicated in the following section where we obtain information about you from another source.
What information do we hold about you?
The primary record relating to your studies at UEA is held by the Learning and Teaching Service (LTS), the Postgraduate Research (PGR) Service (for postgraduate research students only), and on your digital student file. Analysis on your data will be undertaken by the University's Planning department. Further information will also be held by your School of Study, and other University services you may be required or choose to use, for example the Library or Student Support Services. The information we hold consists of the following:
Why we use your information
This section sets out why we use and share your personal information. As required by UK data protection law, this table also explains our lawful basis for processing your data. Depending on your specific circumstances, one or more lawful bases may apply.
Where we process your data based on your consent, you have the right to withdraw that consent at any time. Contact dataprotection@uea.ac.uk for further advice, or to withdraw consent.
Where we process information about you that is classed as special category data, we also need to identify a further condition in order to handle this type of information. Where relevant, this is also listed in the table below.
SHARING AND DISCLOSING YOUR PERSONAL INFORMATION
Staff access to your personal data held by the University will be restricted to those individuals whose roles require use of such data for any of the purposes listed above.
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 UK data protection law.
We do not sell your data, or share it with organisations other than those described below, unless required or allowed by law.
When we share data in this way, these organisation will exercise control over how your information will be used, and also have an obligation to tell you how they will use your information. We advise you to look at their privacy notices/policies. If you require any assistance with this, please contact us at dataprotection@uea.ac.uk.
how long we keep your information
We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected. The retention periods for each purpose are set out in the University’s Records Retention Schedules. For students, the most relevant Records Retention Schedules will be those for LTS, or PGR as appropriate, FPG and your School of Study.
Data will be securely destroyed when no longer required.
further details and contact information
For general information on your data protection rights, who to contact if you have a complaint or a concern about the accuracy, retention or processing of your personal information, and for other information about data protection at UEA that you might find helpful, see our further information web page.
changes to this notice
We regularly review the University’s privacy notices. This privacy notice was last updated in September 2019.