Privacy Notice Regarding Student Complaints

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Last Updated: June 13th 2019

Who are we?

Newman University (Genners Lane, Birmingham, B32 3NT) is the data controller and you are welcome to contact our Data Protection Officer by emailing dpo@newman.ac.uk or by post.

What type of personal data is collected?

When you make a Complaint you provide us with personal information including your name, student ID and contact details. The legal basis for using this personal information is ‘legitimate interests’ as it is in our and your legitimate interests that we have that data so that we can resolve your complaint.
You might choose to include some information called ‘special category personal data’ under data protection law. This includes information about your health (including mental health), race, ethnic origin, religion, sexual orientation, political opinions, philosophical beliefs, trade union membership, genetic data and biometric data.  The legal basis for processing this kind of personal data is your explicit consent which you provide if you make a Complaint.

How will the personal data be used and how long is it kept?

We will use your personal data to help resolve your Complaint. We keep your complaints file (complaints form, correspondence, additional documentation provided by you, evidence, minutes, decision and outcome) until 15 months after you have graduated.  If you withdraw before graduation we keep it for 15 months after the next graduation date following your withdrawal.  When this time has been reached, the case file is securely destroyed. Basic facts (name, student number, date of complaint, list of correspondence, decision and outcome) about the investigation are kept on the Complaints Register for 5 years after you leave the University for auditing and reference purposes. The outcome of the investigation is kept on your student record, in accordance with the Retention and Disposal Schedule. Please email dpo@newman.ac.uk for more information.

Who can access my personal data and will they share my personal data with anyone?

Your personal data will only be accessible to relevant staff involved in considering your Complaint such as the relevant Heads of Department, Dean, Complaints Panel, Deputy Registrar, Registrar and Vice-Chancellor. Hard copies of personal information are kept in locked storage and personal data stored electronically is on our secure IT network whose servers are located within the EU. We do not share the personal data you have provided as part of the Complaint with any other organisations outside of Newman University unless we believe we are compelled to by law.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time. Please use MyNewman to update your details. For anything that you have included in the Complaint that it is not possible to update via MyNewman, please come to the Registry office to speak to one of the administrators. You have the right to withdraw your consent at any time. However if you choose to do so before your Complaint is considered, we will not be able to take that information into consideration. To do any of those things please email complaints@newman.ac.uk

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.

You have the right to see the personal data we hold about you. We recommend you use our online form. All information about how to request your data can be found on our website. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

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

Where can I get more information?

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.

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

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