Privacy Notice for Newman University Council

Privacy Notice for Newman University Council

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Last Updated: May 11th 2021

Who is collecting your personal data?

Newman University is the data controller (Newman University, Genners Lane, Bartley Green, Birmingham, B32 3NT). You can contact Newman’s Data Protection Officer by emailing dpo@newman.ac.uk or by post.

What type of personal data is processed and what is the lawful basis for this processing?

Under the current data protection legislation there are two types of personal information.

  • ‘Personal data’ which is any data which could directly or indirectly identify you. This includes your name, date of birth, contact details etc.
  • ‘Special Category data’ – this is more sensitive data including, but not limited to race, ethnic origin, religion, sexual orientation, membership of a trade union, philosophical beliefs, health, biometric and genetic data.

The Newman University Council application process requires you to provide your personal data. The lawful basis for processing your personal data is ‘for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract’. You are not required to provide any special category data although you are able to indicate whether you would like to be considered for one of the Catholic positions on the University Council. An affirmative answer to this is special category personal data as it indicates your religion. Indicating this is entirely your own choice and you can still apply for Council membership without doing so. The lawful basis for processing any special category data is your explicit consent, which you provide at the time of data collection.

How will the personal data be used?

Your personal data will be used to assist the nominations committee of Council in conducting recruitment to the University Council as well as facilitating your tenure should you become a University Council member.

Will we share your personal data with anyone?

If you are appointed to University Council, Newman University is obligated to share some of your personal data with:

  • Companies House to register you as a member
  • Office for Students for registration and regulation purposes – please see the additional information about this below this Privacy Notice
  • Our banking services provider to comply with anti-money laundering policies

From time to time these obligations may change and when this is the case we will inform you.

How long will we keep your personal data for?

If your application is unsuccessful and the nominations committee does not wish to proceed with your appointment, we will keep your application for a maximum of three months after the committee meeting.

If your application is unsuccessful at this time, but the nominations committee wishes to keep it on file because you meet the criteria and a position may become available, we will keep your application for twelve months after the committee meeting.

If you are appointed to Council, we will keep your application for our records for three years after the end of your final term.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time.  You also have the right to restrict the processing of your data or to have your personal data erased. However, if you exercise these rights you may not be able to continue with your application to Council or your tenure as a University Council member.

You have the right to data portability. This means that if you request it, Newman University will need to 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 need to be able to provide it to you in a structured, commonly used and machine-readable format (e.g. csv file).

You have the right to request access to or a copy of the personal data Newman University has about you. You can request a copy of your personal data by submitting a Data Subject Access Request (DSAR). More information about this is available on the page ‘What is a data subject access request and how to do I make one?’ on the Newman University website.

You have the right to lodge a complaint with the Information Commissioner’s Office and can find out more about this on their website https://ico.org.uk/concerns/handling/

Where can I get more information?

Newman University’s Cookies and Internet Privacy Policy

Newman University’s Data Protection Policy

Newman University’s Data Protection General Information

The Information Commissioner’s Office (ICO) information for members of the public  – Your Data Matters website

Additional Information regarding the Office for Students and the University Council

For the University to register and maintain registration with the Office for Students it requires that all members of University Council submit personal information to them for the purposes of assessing the governance of the University. The Office for students have not provided a data privacy notice, therefore we have drawn together information from their website to inform you about their use of your personal information. Please see the attachment for that information or click here to read their privacy website.

N.B. Under the data protection laws there are two types of personal information.

  • ‘Personal data’ which is any data which could directly or indirectly identify you. This includes your name, date of birth, contact details etc.
  • ‘Special Category data’ – this is more sensitive data including , but not limited to race, ethnic origin, religion, sexual orientation, membership of a trade union, philosophical beliefs, health, biometric and genetic data.

The Office for Students is requesting personal data, but no special category data.

Who is collecting your personal data?

For the personal data requested by the Office for Students regarding the University Council, the Office for Students is the data controller (Office for Students, Nicholson House, Lime Kiln Close, Stoke Gifford, Bristol, BS34 8SR). You can contact their Data Protection Officer by emailing dp@officeforstudents.org.uk or by post.

How will the personal data be used?

Your personal data will be used to assist in their assessment of the governance of the University as part of the registration process and maintaining OfS Registration. The lawful basis for processing your personal data is ‘for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract’. This relates to your role as a University Council member.

Will they share your personal data with anyone?

The Office for Students may disclose your personal data where they believe they are compelled to by law; in particular, for the prevention or detection or crime or the capture or prosecution of offenders.

What rights to I have regarding my personal data?

You have the right to correct or update your personal data at any time.  You also have the right to restrict the processing of your data or to request to have your personal data erased. However, if you exercise these rights you may not be able to continue with your application to Council or your tenure as a University Council member. To make a request to carry out one of your rights please contact:

Pippa Thompson
Head of Knowledge and Information Management
Office for Students
Nicholson House, Lime Kiln Close, Stoke Gifford, Bristol, BS34 8SR

Email: dp@officeforstudents.org.uk   Tel: 0117 931 7177

You have the right to data portability. This means that if you request it, the Office for Students will need to provide you with a copy of the personal data you have provided to them so that you can transfer it to another data controller. They need to be able to provide it to you in a structured, commonly used and machine-readable format (e.g. csv file).

You have the right to see what personal data the Office for Students has about you. You can request a copy of your personal data by contacting the Office for Students Head of Knowledge and Information Management using the contact details above. Please specify that you wish to have a copy of the personal data you provided when you the University registered with the Office for Students.

You have the right to lodge a complaint with the Information Commissioners Office and can find out more about this on their website https://ico.org.uk/concerns/handling/

Where can I get more information?

To read the Office for Students privacy website please go to https://www.officeforstudents.org.uk/privacy/

To read about data protection law in the UK please click https://ico.org.uk/for-the-public/

 

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