Privacy Notice for Students

Privacy Notice for Students

Back to “Data Protection”

Last Updated: June 17th 2021

We ask that you read this privacy notice carefully as it contains important information about who we are, how and why we collect, store, use and share personal data, your rights in relation to your personal data and how to contact us and supervisory authorities in the event that you have a query or complaint.

In line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018) Newman University (Genners Lane, Birmingham, B32 3NT) is the data controller and we process your personal data as a new or current student in compliance with the law.

How do we obtain your personal data?

The University may collect your personal data in a number of ways, for example:

  • From information you provide to us when you join. This includes any applications you complete when joining us or enrolling on a programme;
  • Information you provide through UCAS and other admission procedures;
  • Through communication to or from you by telephone, email, or via the website. For example, when you call to make enquiries about the course or when you are raising concerns, when you provide your email address on the website so that we can keep you informed;
  • We may also gain your personal data from third parties, for example, from references, information from your sponsor, information from your previous educational establishments or professional bodies which may provide accreditation for you or confirm membership or delisting. Occasionally the police or social services or the student assistance programme also provide us with information if they deem it necessary for your wellbeing or the wellbeing of others. This personal data this is held securely and only shared on a strictly need to know basis.

What type of personal data is collected?

We may collect the following types of personal data about you:

  • your name, and contact information such as home and term-time address, email address and telephone number, as well as your date of birth, gender, marital status, passport number, country of domicile, nationality, immigration and visa information, an emergency contact, your photo, bank information, your accommodation type; whether you are a care leaver, whether any of your parents went to university, any personal data needed to prove eligibility such as for loans, bursaries or DfE related activities.  N.B. It is the student’s responsibility to ensure that their emergency contact has consented to be their emergency contact i.e. for us to have their personal data. It is usually only a name or relationship e.g. mum / dad / partner and phone number.
  • if you explicitly consent to tell us the information, we hold information about your race or ethnic origin; religion or similar beliefs; health / disability information, sexual orientation, whether you have the same gender as you were assigned at birth. This type of personal data is called ‘special category personal data’. We use this information to plan for and provide help or reasonable adjustments, plan our courses and site facilities, ensure equal opportunities and for reporting and monitoring purposes. The University will make sure that access to, and the sharing of, your special category personal data are controlled very carefully.
  • in order to assess your suitability to work with patients, children or other vulnerable people and your ‘fitness to practise’ or ‘fitness to teach’ for entry into some regulated professions, it is necessary to process special category data, such as data about your health or disability. We always ask for your explicit consent to process this special category data. However if you choose not to give consent you may be restricted from studying on these programmes.
  • information relating to your education and employment history, the school(s), sixth form college(s) and other colleges or universities you have attended and places where you have worked, the courses you have completed, dates of study and examination results. We will also keep records relating to assessments of your work, details of examinations taken, your predicted and actual examination grades and other information in your student record;
  • information about your family or personal circumstances, and both academic and extracurricular interests, for example where this is relevant to the assessment of your suitability to receive a bursary or in order to provide you with appropriate pastoral care;
  • Information about your course or thesis;
  • Tuition and other fee charges, funding and payments;
  • Information about your sponsor (if applicable);
  • Details of incoming or outgoing student exchanges;
  • Leave of absence, authorised absence or, exclusion data;
  • Information about any academic appeals, misconduct or disciplinary investigations or complaints;
  • Information about extracurricular activities which are recorded on your transcript (such as volunteer work);
  • Data about your University examinations, assessments and results, the qualification awarded;
  • Your leaving date and the reason for leaving. (e.g. graduation, withdrawal etc.)
  • CCTV footage on campus
  • On campus accident or near miss records
  • Criminal convictions: the University may hold and process data about criminal offences and criminal convictions if you have disclosed this on your application or if it is appropriate, given the nature of your programme (for example, if a Disclosure and Barring Service (DBS) check is needed for your programme). We will only use information relating to criminal convictions where the law allows us to do so and in line with our Data Protection Policy. Personal data relating to criminal convictions will be retained confidentially and securely and access to that data will be strictly controlled. We will use information about criminal convictions and offences in the following ways:
  • To consider your suitability to become a member of the University or to continue to be a member of the University or to decide if any support or measures need to be put in place;
  • To comply with regulatory requirements to decide your suitability to study on a regulated programme or to practise in a regulated profession;
  • Consideration of safeguarding issues.

Personal data provided by you for the University to use to check the DBS Update Service may be stored and used by the University, for the same purpose, throughout the duration of your programme of study. After your programme it will only be kept for as long as it is needed, after which it will be securely destroyed.

The Faculty in which you study will also keep records about you, including:

  • Details of your engagement with procedures (including academic appeals, mitigating circumstances, ‘fitness to practise’, ‘fitness to study’, ‘fitness to teach’, leave of absence, academic misconduct procedures);
  • Attendance and absence records;
  • Information relating to modules, placements, examinations (including scripts) and assessments,
  • Any Reasonable Adjustments Plans (RAPs) or Individual Learning Plans (ILPs);
  • Your interactions with your tutors, supervisors and welfare tutors,
  • Visa and immigration data (if applicable); and
  • General correspondence and administration.

Library Services will also keep records about you, including:

  • Name and contact details
  • Your borrowing history
  • Fines;
  • Notes relating to interactions with library staff;
  • Inter Library Loans;
  • Reservations; and
  • Attendance at Library training or workshop events
  • E-resource account information (e.g. Open Athens) – Library Services engage external providers for library and other systems including but not limited to Capita, Bibliotheca and Eventbrite.

If you live in University accommodation, the University will also have the following records about you:

  • Name and contact details
  • Dates of accommodation tenancy
  • Financial records of accommodation tenancy
  • Health information
  • Emergency Contact Details

The University provides access to a student assistance programme for students who live in university accommodation. The student assistance programme is run by an external provider. It is a confidential service and the external provider will only share with the university, personal data about a student who has accessed its services where the health, wellbeing or welfare of that student or another person is deemed to be at imminent risk. In these circumstances consent will be requested from the student, although the information may be shared without consent where it is necessary to protect the student or another person’s vital interests. The external provider would notify the University’s agreed point of contact and follow any agreed steps if the point of contact is unavailable.

The University will also keep records about your use of the academic and non-academic facilities and services that we offer and processes and procedures with which you engage (for example, if you are a student representative or you raise a concern or complaint) or which you are subject to (such as misconduct proceedings). If you provide contact details or any other personal information to Chaplaincy they will use it to contact you about what Chaplaincy can offer, how to get involved and to provide Chaplaincy support to you – they not share it with an external organisation unless required to law.

The following areas will also keep records about you if you use the service they offer or are involved in a procedure they administrate. The embedded hyperlinks will take you to their specific privacy notices.

What is the purpose and lawful basis for processing your personal information?

The University will process your personal data for the following purposes:

  • To administrate and delivery your University education, record the details of your studies (including any placements with external organisations), and determine/confirm your academic achievements. This includes your engagement with procedures relating to your studies or research, such as the academic appeals, mitigating circumstances, leave of absence procedures;
  • When relevant, to monitor, evaluate and support your research activity;
  • To administer the financial aspects of your relationship with us and any funders;
  • To deliver services and facilities to you (for example, IT, sport, libraries, accommodation, careers, student support);
  • To enable you to take part in events (for example, functions, graduation);
  • To communicate effectively with you by post, email, phone or other electronic media, including the distribution of relevant newsletters and information, and invitations to take part in events and research activities;
  • To operate security (including CCTV), governance, disciplinary (including plagiarism and academic misconduct), complaint, audit and quality assurance processes and arrangements;
  • To support students’ training, medical, safety, wellbeing, welfare and religious requirements;
  • To provide a good welcome to you to the University / support your induction and help you settle in or settle back in if you are returning to Newman;
  • To track and respond to your engagement in the teaching and learning offered on campus and online (for example through library services, Moodle, Mahara, Panopto, Turnitin and SEAtS). More information about this is in the Student Data Engagement Policy.
  • If you have suspended, to help you consider your options and to return to studies. Or if you have withdrawn to ask why you made that decision so that we can you help you with your next steps and make any improvements we need to for other students in a similar position;
  • To compile statistics and conduct research statutory reporting purposes;
  • To manage and develop the University’s business;
  • To fulfil and monitor our legal responsibilities, for example, under equalities, immigration and public safety legislation;
  • Emergency Contact: If we have your personal data (e.g. name and contact details) because a student has nominated you as their emergency contact, we have your personal data in order to enable us to contact you if that student is experiencing an emergency (usually related to mental or physical health). It is the student’s responsibility to ensure that you have consented to be their emergency contact i.e. for us to have that information about you. It is usually only a name or relationship e.g. mum / dad / partner and phone number. The personal data is held in the relevant student’s file but is permanently deleted when the file is slimmed down to the skeleton file. In circumstances agreed by the student, this information may also be held by Student Support until the student leaves the university;
  • To take accurate minutes of meetings where you may or may not be present. Some meetings may have temporary audio recordings made of them. This is for the purpose of accurate minute-taking and the audio is destroyed after the minutes are completed. Meetings with students will only be recorded if the students are attending in a specific role such as student course representatives, Student Union representatives, validation student panellists etc. Recording will not be covert unless specially authorised through the Covert Recording Policy;
  • To make audio or video recordings of meetings, events and teaching sessions which you may attend and participate in. The purposes include: minute taking, sharing the event with those invited but unable to attend, continued professional development, making reasonable adjustments for people with disabilities in compliance with the Equality Act 2010, assessment and moderation, marketing and historical archiving. Recording will not be covert unless specially authorised through the Covert Recording Policy;
  • To analyse results of questionnaire data for a variety of purposes. The purpose will be stated when you are given the option of responding to a questionnaire.

We consider the processing of your personal data for these purposes to be necessary for:

  • the performance of our contractual obligations with you (e.g. to manage your studies, accommodation, your library access, your student experience and welfare while studying);
  • compliance with a legal obligation (e.g. equal opportunities monitoring) or regulatory obligation (e.g. reporting to Government or governmental bodies);
  • the performance of tasks we carry out in the public interest (e.g. teaching and research);
  • the pursuit of the legitimate interests* of the University or external organisations (e.g. to enable your access to external services such as the Students’ Union); or
  • archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.
  • Where other lawful bases do not apply, we will process your data on the basis of your consent. If we require your consent for any specific use of your personal data, we will collect it at the appropriate time, explaining why we are collecting the data and how we will use it, and you can withdraw this consent at any time. (This usually applies for ‘special category data’ which includes information about your health (physical or mental), race, ethnic origin, religious or political beliefs, membership of a trade union and sexual orientation.
  • We may also use your data, typically in an emergency, where this is necessary to protect your vital interests (e.g. to save your life), or someone else’s vital interests.

We do not use your personal data to carry out any wholly automated decision-making that affects you.

*Legitimate interests means that the University needs your personal data to carry out its task of providing you with a suitable programme and university experience. This applies when the data processing is not required by law but is of a clear benefit to the organisation or the individual, there is limited privacy impact on you as the individual and we think you would reasonably expect us to use the personal data in the way that we wish to.

We only process special category personal data in the following circumstances where, in addition to a lawful basis for processing, there exists one of the following grounds:

  • Explicit consent – where you have given us explicit consent (for example special category personal data you choose to provide during enrolment).
  • Employment, social security and social protection – for example, if you become a Student Ambassador and have a disability for which we need to make reasonable adjustments.
  • Vital interests – The processing is necessary in order to protect the vital interests of the individual or of another natural person where the data subject is physically or legally incapable of giving consent. (This is typically limited to processing needed for medical emergencies.)
  • Not for profit bodies – The processing is carried out in the course of the legitimate activities of a not-for-profit body and only relates to members or related persons and the personal data is not disclosed outside that body without consent.
  • Public information – The processing relates to personal data which is manifestly made public by the data subject.
  • Legal claims – The processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
  • Substantial public interest – The processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law.
  • Healthcare – The processing is necessary for healthcare purposes and is subject to suitable safeguards.
  • Public health – The processing is necessary for public health purposes and is based on Union or Member State law.
  • Archiving – The processing is necessary for archiving, scientific or historical research purposes, or statistical purposes and is based on Union or Member State law.

How do you store my personal data?


We keep your personal data secure at all times using both physical and technical measures. Where appropriate, we also take measures such as anonymisation and pseudonymisation to ensure data cannot be used to identify you and/or encryption to ensure that the data cannot be accessed without the right security accesses and codes. Student data is held in core student administrative systems, virtual learning environments and databases. Student data is also held locally by academic Faculties, and professional support services in email, network storage and paper files. Access to each system is limited to approved University staff members.

Hard copies of personal information are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EU. Where other organisations hold our student data (for example where a database is cloud-hosted), Newman only enters into agreements where that data is held on servers in the EU or in the US where the organisation is registered with the UK-US Privacy Shield. We are changing our contracts to ensure they include standard contract clauses (SCCs) of a standard to ensure adequacy of transfer of personal data. Where we engage third parties to process personal data it will do so on the basis of a written contract which conforms to the security requirement of the UK GDPR and DPA 2018.

How long do you keep my personal data?

How long we store your personal data depends on the purpose it was collected for. Once the purpose has been completed the personal data is securely disposed of or permanently deleted. The University’s Records Retention and Disposal Schedule is regularly reviewed to ensure personal data is only kept for the length of time its purpose and lawful basis allows.

The majority of your personal data will form part of your student file.  We are in the process of reducing the length of time we keep your student file. We are working towards disposing of or permanently deleting your student file 10 years from the date your student file was created.  Your student file will be reduced to your transcript. This contains your name, student ID number, date of birth, programme/s of study, the grades achieved, the final degree awarded and any academic distinctions achieved. This may be used as evidence of your academic achievements, to supply statistics, or to provide information to regulatory bodies and other agencies to which we are legally required to supply data.  Your skeleton file will be kept for 80 years from its year of creation.

Personal data provided by you for the University to check the DBS Update Service may be stored and used by the University, for the same purpose, throughout the duration of your programme of study. It will be destroyed in a timely manner after the end of your programme.

The University will also use your data, together with data about other current and former students, to carry out statistical analysis in relation to its student population or for historical or research purposes (but not to make decisions about you).

The University creates back-up files for archiving and business continuity purposes (i.e. being able to reinstate data after a systems failure). These back-ups are only kept for as long as necessary and then deleted or overwritten.


Who does the University share my personal data with?

The University is committed to protecting the privacy of its students, and it should be noted that spouses, parents and friends have no automatic right of access to personal data on students. Within the University, your data is shared with only those University staff who need access for the purpose of delivering our academic and non-academic services and facilities.

From time to time the University has a statutory and / or legal requirement to disclose student personal data to the following and/or their nominees/successors: Office for Students (OfS); Higher Education Statistics Agency (HESA); Quality Assurance Agency (QAA); Department for Education; National Audit Office; Student Loans Company; Electoral Registration Officers; UK Research and Innovation (UKRI); Universities and Colleges Admissions Service (UCAS); Office of the Independent Adjudicator (OIA); Home Office; Foreign and Commonwealth Office; Department of Health; HM Revenue and Customs (HMRC); Health and Safety Executive (HSE); local authorities; Council Tax Registration Officers; National College of Teaching and Leadership (NCTL), the organisation(s) running the National Student Survey (currently Ipsos MORI) and other student and leaver surveys.

The University will share your information where legally obliged to, for example with law enforcement agencies, and may not be able to inform you of the sharing, for example where this may compromise any investigation.


During the course of student support, data may be shared with external agencies, for example for medical or counselling support. Students will be asked for consent to share any data with an external agency if the purpose is to secure non-urgent but specialist student support. If there is an urgent need for specialist medical help, the University will seek consent to share any data, but where consent cannot or will not be given it might act without consent if it is to protect the vital interests (i.e. life) of the student or another person. In this circumstance the University may contact third parties, such as medical professionals or emergency contact, concerning the health of a student when it believes it is reasonable and/or in the best interests of the student to do so.


Additionally your personal data is shared with other external organisations as is necessary for the purposes set out above and as permitted or required by law,  including the following:

  • Your funders and/or sponsors.  Unless you have agreed otherwise with your sponsor, we only share with them information about your academic progress;
  • For students on programmes with collaborative partners we will share with the relevant collaborative partner personal data of the students attending courses. Where a student chooses to make use of the our complaints and academic appeals processes, we will process personal data necessary for the purpose of administering the case, share the necessary information with the collaborative partner and then retain such records in line with our University Records Retention Schedule.
  • External debt collection agencies
  • The providers of any external or collaborative learning and training placements or fieldwork opportunities including but not limited to teaching placements and work placements. Where these placements necessitate evidence of DBS clearance we will share with the placement whether this clearance has been demonstrated. However apart from whether or not satisfactory DBS Clearance has been received, we will not disclose details of any DBS content ;
  • Your employer, if your programme is a requirement of your employment or being employed is a requirement of your programme;
  • Potential employers, where you have nominated a member of University staff as a referee for a job application;
  • External examiners and assessors, and external individuals involved in relevant University committees or procedures;
  • If you have elected to take part in a student transfer/exchange scheme, we will pass the necessary information on to the relevant University which maybe based outside the EEA.
  • Newman Students’ Union. When you enrol at Newman University you automatically become a member of the Newman Students’ Union. We provide them with basic personal data including your name, student ID, date of birth, University programme and University email address, in order to facilitate your membership of the Students’ Union and access to their services. Occasionally we share data to implement measures and sanctions arising in relation to misconduct / disciplinary proceedings. We also verify students’ information to enable the Students’ Union to award the PT Officer Widening Participation Bursary but we do not provide the Students’ Union with personally identifiable information for this. If you do not wish to be part of the Students’ Union, please contact the Student’s Union in person in the Hub or by email to the General Manager via the President of the Students’ Union ( You can also request for them to delete your personal data.
  • Professional, regulatory and continued professional development  (e.g. British Psychological Society, Association of Chartered Certified Accountants, Chartered Institute for the Management of Sport and Physical Activity), to facilitate membership, confirm qualifications, professional registration and conduct and the accreditation of courses;
  • Occasionally and when necessary, the police and other law enforcement agencies, for the prevention or detection of crime;
  • Occasionally and when necessary internal and external auditors or regulators;
  • Individuals, companies or organisations providing specific services to, or on behalf of, the University. For example, consultants, external Occupational Health services, insurers or legal consultants and IT system providers such as but not limited to Moodle, Mahara, Microsoft, Panopto and other lecture capture systems, SEAtS (student engagement software provider), Smile (the system administrators of the electronic workflows), Student CRM (the marketing and admissions database), TOPdesk (the system used by IT Services to process help requests), Tribal (who provide SITS – the student records database), Turnitin or other plagiarism detection software,  WeVideo and WPD (e-store payment platform providers), Zoom and other providers used from time to time.
  • Where study placements necessitate evidence of DBS clearance we will share with the placement whether this clearance has been demonstrated. However apart from whether or not satisfactory DBS Clearance has been received, we will not disclose details of any DBS content.
  • Newman Alumni Association; in the year you leave the University, your name, gender, contact details, date of birth, information about your programme and award and registration status will be shared with the University’s Alumni Association so that you can be added to the alumni database.  The University considers it is in the legitimate interests of the University to do so, as alumni are very important supporters of and ambassadors for the University, and that it is in the interests of alumni to do so, to develop their social and professional networks and help alumni achieve positions of success and influence. Information about how alumni personal data is used by the University is set out in the Newman Alumni Association Privacy Notice; you will receive more details at the relevant time. Under the Privacy and Electronic Communications Regulations (PECR)/ EU ePrivacy Regulation (ePR) the Alumni Association only communicate with you through email or phone if you give consent for them to do so. This consent process happens when you enrol at the University and also is refreshed when you register for Graduation.
  • We may provide references to third parties. If we do so it is with your consent, which may be written or verbal. The University may choose to show you the reference but there is no obligation to do so as under the data protection laws references are exempt from disclosure to you by both the organisation providing the reference or the organisation receiving the reference.

Further Information about sharing of your personal data

  • Registration with the University computer system, which happens during enrolment, means that a student’s name and University email address will appear in the University’s Global email system. This is only available to users of the email system and is not publicly available.
  • When you enrol you are required to have your photo taken which will be used for the purpose of identification. This photo will be printed on your University student ID card, appear in the email system, be posted to electronic student records that can be viewed by University staff, posted on your MyNewman student profile which can be viewed by University staff, and appear on Moodle and Mahara to staff and students. This photo helps your tutors and fellow students to easily know who are in their classes / who has contributed to University online forums etc. If you do not want your photo to be displayed in Moodle and Mahara you are able to change the avatar by editing your profiles. If you stand for Students’ Union elections, the University may share your photo with the Students’ Union if requested to for the purpose of running the elections.
  • The University may commission photography / videography on campus or at specific events, such as award ceremonies, careers fairs, celebratory events etc. for use in its internal and external promotional material or university archive material. Staff, students and members of the public may appear on the resulting images, and the resulting images may be published in print, electronically and on the internet / intranet. The lawful basis for photography is legitimate interests. Notices (for example via email / Eventbrite / posters etc.) will be published to indicate that photography / filming is taking place. People have the right not to appear in photography and can arrange this by contacting the event organiser or the Data Protection Officer. However if there is no way to ensure that the person will not appear in the photography whilst at the event, it may result in the person choosing not to attend the event.

Your rights in relation to your personal data

You have the right to be informed about how we collect and use your personal data. This privacy notice is designed to facilitate this right. You have the right to correct or update your personal data at any time. We strongly encourage you to do this as we need accurate records in order to contact you. On MyNewman you can update your permanent address and contact / term-time address, personal email address, phone numbers and accommodation type. If the information you would like to update is not available via MyNewman, please contact 0121 476 1181 ext. 2216 or email .

You have the right to restrict the processing of your data, to object to the processing of your data or to request to have your personal data erased. If the lawful basis through which we are using your data is your consent, you have the right to withdraw your consent at any time. To do any of those things please email


If you do carry out any of those rights, there may be consequences such as not being able to access the services offered. You will be advised of this when you make your request and will be asked whether or not you wish to continue with your request.


Depending on the situation, you have the right to data portability. This means that if you request it, we will provide you with a copy of the personal data you have provided to us so that you can transfer it to another data controller. We will provide it to you in a structured, commonly used and machine-readable format (e.g. csv file) wherever possible. To request this please email who will be able to advise you about this.


You have the right to see what personal data we have about you. As a current student, the best way to access your student record is on MyNewman. There you can see your photo, full name, University and personal email address, permanent address and contact address, phone numbers, accommodation type, local education authority, date of birth, gender, ethnic origin, disability, country of domicile, nationality, UCAS number, Student Loans Company number, modules and your transcript (i.e. your results which have been confirmed by a Board).

If you wish to access any other pieces of your personal data please read the Data Subject Access Request page on our website, download and complete the form. Then email it to or post it to Data Protection Officer, Newman University, Genners Lane, Birmingham, B32 3NT. Please clearly specify the personal data that you wish to access.


Further information about these rights, including criteria as to when and how they apply can be found on the Information Commissioner’s Office (ICO) website


What to do if you have concerns with how your personal data is being processed

If you have any concerns about the way your personal data is being processed or have a query about this Privacy Notice, please contact our Data Protection Officer by emailing or by post.


You have the right to lodge a complaint with the Information Commissioners Office and can find out more about this on their website


Changes to this Privacy Notice

This privacy notice was last updated on the date at the top of this web page. We may change this privacy notice from time to time, when we do we will inform you by putting a message on the website and/or e-mail highlighting the specific change.


Further information

The regulatory body is the Information Commissioner’s Office (ICO). To read about data protection law in the UK please click

To find out about how Newman University uses cookies on our website please click here.

To read Newman University’s Data Protection Policy please click here.



Appendix 1

Examples of specific purposes for use of personal data

Marketing, Recruitment and Admissions

 No. Purpose Lawful basis
1. Communicate to you as a prospective student in relation to your application to be a student at the University. Contract
2. Sending you marketing information such as about our services, events and activities, including invites to applicant visit days and promotional emails which we think may be of interest to you as a prospective student. Consent
3. Correspond to you as an offer holder regarding the next steps in the application process. Contract
4. Processing of your application for study at Newman University, including arranging an interview. Contract
5. To use a range of information you provide us, including financial information, and about your immigration status, to determine your fee status. Public Task
6. Information about any disability or long term medical condition you have shared with us may be used:

–      to determine the support you would require as a student of the University

–      to consider any mitigating circumstances that we may need to consider as part of your application.

§  7. To determine your suitability for any course and/or placement through e.g. a Disclosure and Barring Service (DBS) disclosure, occupational health clearance, information on any criminal convictions. Public Task
§  8. To ask you to take part in surveys to provide us with information about your reasons for applying, accepting or declining an offer from us, or choice of entry route to University. Legitimate Interest
§  9. The creation of marketing materials (visual, audio or video) which may include your image Legitimate Interest
§  10. The creation of marketing materials including your opinions about your programme / University experience when presented in an identifiable way (e.g. when accompanied by your photo or name) Consent

Administration of your student record

No. Purpose Lawful basis
1. Administration of your student record. Public Task
2. The inclusion of photographic images and creation of your University email address as described above in ‘Further Information about sharing of your personal data’ Contract




Teaching and Assessment

 No. Purpose Lawful basis
1. Teaching, monitoring progress and assessment on your course of study. Public Task
2. Provision of e-learning platforms such as Moodle / Mahara / Panopto / WeVideo as part of your programme of study. Public Task
3. The use of learner analytics (including SEAtS, Moodle, Mahara, library services) to help you succeed and enhance teaching and learning. Public Task
4. To administer field trips, events and other activities for educational purposes as part of your course of study. Public Task /
5. Administration of student related policies and procedures including appeals, complaints, grievances, disciplinary matters, malpractice including plagiarism, fitness to practice / study / teach cases. Public Task
6. To compile a factual case for fitness to practice / study / teach cases. Legal Obligation
7. If you have engaged with the disability service your Inclusive Learning Support Plan (ILSP) will be shared with academic departments and relevant staff in order that reasonable adjustments can be made. Public Task
8. Making arrangements such as for reasonable adjustments if you have declared a disability or long term medical condition to us or if we need to consider mitigating circumstances. Public Task /
9. The granting of your award (including the publication of awards and marks and inclusion in pass lists). Public Task
10. Temporary audio recordings of meetings for the purpose of writing accurate minutes.
Recording of teaching sessions (lecture capture) for the purpose of improving teaching and learning provision.
Legitimate Interest


Student Placements

No. Purpose Lawful basis
1. The administration and management of your student placements including industrial and clinical placements and student exchanges such as the Erasmus scheme and study abroad. Contract
2. To determine your suitability for any placement through e.g. a Disclosure and Barring Service (DBS) disclosure, occupational health clearance. Contract



 No. Purpose Lawful basis
1. To make payments into your account as a result of bursaries, scholarships, subject awards, studentships, expenses and refunds. Contract
2. The administration of financial awards and prizes including scholarships and bursaries. Consent
3. The determination of financial aid, such as hardship funding and loans. Consent
4. To set up student stipends, fee waivers and allowances. Consent
5. Processing and recovery of University fees including course and accommodation fees and for overseas vacation programmes. Contract
6. The administration of research funding which directly relates to your studies. Contract

Wider support offered to you as a prospective student/ student at the University

 No. Purpose Lawful basis
1. The provision of services such as Careers, Student Support Services and Library. Contract
2. Direct communications about student benefits, opportunities, activities and events offered by or through the University. Legitimate Interest
3. To provide pastoral, welfare and spiritual support during your course of study at the University. Contract
4. To administer trips, events and other activities for social and other purposes. Consent
5. Making arrangements if you have declared a disability or long term medical condition to us in order to make sure you receive the appropriate support across the University. Public Task
6. To assist with keeping you and your property safe and safeguarding the University assets e.g. CCTV. Legitimate Interest
7. The provision of immigration welfare services for international students, including applications for a visa and visa extensions. Public Task / Consent
8. Processing of safeguarding concerns to ensure the safety and wellbeing of our students Legitimate Interest
9. Processing of special category data disclosed to us through your contact with Student Support Services or equivalent staff Consent
10. To facilitate mentoring and similar support schemes. Public Task
11. Recording of teaching sessions as a reasonable adjustment in compliance with the Equality Act 2010 Legal Obligation


No. Purpose Lawful basis
1. To inform you about making an application for University accommodation. Legitimate Interest
2. The provision and management of University accommodation and associated services. This may include the processing of personal and special category data that you disclose regarding disabilities, long term medical conditions or criminal convictions relevant to your accommodation application. Personal data held for the purposes of accommodation are securely destroyed at the end of the academic year. Contract

Surveys/Statistical Returns/Feedback


No. Purpose Lawful basis
1. Production of statistical returns required for government bodies e.g. the Higher Education Statistics Agency (HESA). Please see: . Legitimate Interest
2. To gather information on your student experience so that we can improve the services offered to you. Contract

Newman Alumni Association


No. Purpose Lawful basis
1. So that we may communicate with you for alumni engagement. Full details are provided in the Newman Alumni Association Privacy Notice. Electronic communications are regulated by Privacy and Electronic Communications Regulations (PECR)/ EU ePrivacy Regulation (ePR) and therefore the Alumni Association only communicate with you through email or phone if we have your consent to do so. Legitimate Interests / Consent



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