At Newman we respect the dignity and worth of each individual and this includes the way we treat personal information. Newman University (Genners Lane, Birmingham, B32 3NT) is registered as a data controller with the Information Commissioner  and you are welcome to contact our Data Protection Officer by emailing dpo@newman.ac.uk or by post.

The set of privacy notices in the expandable sections below is designed to help you understand what data we collect, why we collect it, what we do with it, how we keep your personal data safe, and your individual rights over your personal data.

Privacy Notices for Enquirers,
Applicants, Students, Graduates
and members of the Alumni Association

This Privacy Notice covers the personal information of alumni which is held and used by Newman University Alumni Association. For information about your student record held by the University please read the Privacy Notice for Students.

The Alumni Association is for people who have graduated from Newman University. You are asked whether you agree to join the Alumni Association when you enrol at the University and when you register for Graduation. If you have chosen to leave the Alumni Association but later wish to re-join you will need to email alumni@newman.ac.uk to request this.

It is important that the personal information we hold about you is accurate and current. Please keep your personal information updated during your relationship with us. We encourage you to update your details online www.newman.ac.uk/about-us/alumni/update-your-details/  

What type of personal data is collected?

The Alumni Association holds personal data about its members.

Title  (e.g. Ms / Mr / Mx etc.) First Name Preferred First Name Surname Date of birth Postal address including country and postcode Email Address Subjects studied and Degree Award name (i.e. the subjects you studied and the classification such as a first, upper second, lower second, pass, etc.) Date Awarded Year of Graduation (often referred to as the ‘Class of XXXX’) A record of interactions with you

Some of this will have been copied from your student record onto the Alumni Association database. Most of that personal data will have originated from you such as your name, date of birth and contact details. Some of the information will have been provided by the University such as the subjects you studied, the degree classification, date awarded and year of graduation).

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

We only process data for specified purposes and if it is justified in accordance with data-protection law. In general terms, we process your personal data for the purposes of providing you with an experience of being part of the Alumni community, engaging with the University after you have graduated and providing you with opportunities to support the University which could include for fundraising, alumni communications and related services by the Alumni Office. More specifically, these alumni activities may include:

  • sending you publications (e.g. alumni magazines and email newsletters about the University and fundraising).
  • inviting you to alumni events, reunions and University events.
  • providing you with information about University services and internal benefits for alumni.
  • providing you with information about the external benefits for alumni.
  • providing you with information about job vacancies and career development opportunities.
  • providing you with information about further study opportunities, including fee discounts.
  • providing you with information about volunteering opportunities. We facilitate communication between individual alumni with providers of volunteering opportunities, but in doing so we do not release personal contact details without your consent.
  • inviting you to re-connect with former classmates. We facilitate communication between individual alumni, but in doing so we do not release personal contact details without your consent.
  • inviting you to feature in or contribute to publications or marketing materials.
  • giving you the opportunity to represent the University at events or promote the University through your own contacts / networks (for example, your workplace).
  • conducting alumni surveys and requesting participants for academic research.
  • administrative purposes (e.g. to keep your personal data up-to-date, processing feedback or to administer an event you have registered for or attended).

The University may commission photography / videography on campus or at specific events, for use in its internal and external promotional material or university archive material. Alumni who attend these events may appear on the resulting images, and the resulting images may be published.  Please see the Privacy Notice for Photography / Filming for more information.

There may be other processing in addition to the above, and we will inform you about such processing at the time when the data is obtained or as soon as reasonably possible thereafter.

The legal basis for processing your personal data for the purposes set out above is that it is necessary for the pursuit of our legitimate interests in maintaining an alumni network, offering social opportunities to Alumni and marketing programmes of study. The lawful basis for sending you electronic marketing (e.g. by email or phone) is your consent, which you choose to provide when you enrol at the university and re-confirm as part of the graduation registration task.

In addition, we may undertake some processing for the performance of tasks carried out in the public interest or in the exercise of our official authority, for example the completion of the Graduate Outcomes Survey. This involves passing your details to limited University colleagues or an outside agency who contact you to ask you to complete the Graduate Outcomes Survey.

How do you store my personal data?

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 or where Standard Contractual Clauses (SCCs) are in place. 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 data protection laws.

How long do you keep my personal data?

We keep your personal data for as long as you are a member of the Alumni Association. This is 90 years after you leave the university unless you request to leave the Association before then. However if we believe that your personal information is out of date and after reasonable but unsuccessful efforts to contact you to check that the information is still relevant, we may make the decision to remove your personal information from our database. This is so that we are not storing personal information unnecessarily. If this happens, you are still welcome to re-join the Association at any time by contacting the Alumni Office via alumni@newmana.c.uk

Who does the University share my personal data with?

We share your personal information with relevant staff, for example those working on behalf of the Alumni Office or assisting with events, promotion of the University etc. On occasion we may need to share your personal information with third parties, for example:

 

Recipients Data which we may share with them Event providers Any personal information relevant for the administration, accessibility, assistance or catering requirements at events run by a third party. Employment providers Your CV and course information. Volunteering providers Your CV as well as any accessibility and assistance requirements and related information. Third parties engaged by the University to provide alumni and fundraising related services Contact details and course information. Data processors i.e. third parties who process personal data on our behalf e.g. software providers Contact details and course information. Third parties who provide legal assistance Any relevant personal data

 

We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them.

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 www.newman.ac.uk/about-us/alumni/update-your-details/ to update your details. Where you have provided consent, you may withdraw that consent at any time. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. If you choose to have all of your personal data removed from the Alumni database, you will no longer be a member of the Alumni Association. To carry out any of the listed rights above, or if you have followed the links but would like clarification please email dpo@newman.ac.uk

If you ask us to delete your personal data, we will delete it from our Alumni Association database and create a core set of personal data on a suppression list which comprises very brief information to ensure that we do not inadvertently contact you in future. If we have any financial or contractual records about you, they will need to be kept for the current year plus six years. We will tell you if this is the case.

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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

What type of personal data is collected?

When you express interest in applying to Newman University through the online Expression of Interest form you provide us with:

  • Your name, email address, phone number and UCAS ID (if you have one)
  • Your qualifications (including predicted grades)
  • The study programme(s) you are interested in applying for

When you apply to study at Newman University you either provide us directly and indirectly with your personal information. This includes:

  • Information you have provided when making enquiries to the University or as part of recruitment events such as Open Days, Applicant Visit Days and the Applicant Online Forum.
  • Information you have provided on your application form as part of the admissions process (including applications made via a third party such as UCAS or recruitment agencies)
  • Information from referees
  • Information you have provided to a third party noting your interest
  • Information you have provided to help us assess your ‘fitness to practise’, ‘fitness to study’, ‘fitness to train to teach’
  • Information you have provided to help us make reasonable adjustments for a disability or individual need

Applications can include a variety of personal data. Examples are name, gender, date of birth, contact details, education and training, applicant number, information about your family, lifestyle and social circumstances. Where you have provided it, information held may also include special categories of personal information and information on protected characteristics required to fulfil the University’s equality duties such as ethnicity and religious beliefs and health information. 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 train 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. You might also supply personal data which relates to your eligibility opportunities such as loans, bursaries or DfE related activities. This personal data might include your bank details.

Before you enrol as a student you may also express interest in or register for a preparatory programme such as HEADStart, HEADonline, HEADSup, HEADSup+ or a Subject Knowledge Enhancement (SKE) programme. Personal data is collected when you express interest in or register for such a programme. This personal data is your name, your address, your email address and which programme you have applied for at Newman University.

As part of the recruitment, application and admissions systems the University processes your personal data on a variety of lawful basis. You are welcome to contact our Data Protection Officer to know each one. However the majority of our processing activities in relation to your personal data will be either to prepare for entering into a contract or to comply with a legal obligation.  Any time we collect ‘special category personal data’ we will ask for your consent and will not collect or use the information if you do not provide consent. 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.

If you choose to use the live chat facility you are providing your chosen username, your email address and your device location, as well as any personal data you may choose to include in the live chat. The lawful basis for using the live chat facility is legitimate interests.

If you choose to use the UniBuddy facility personal data collected from you will include your first name, last name, email address, password, country, the degree subject/level of interest (undergraduate/postgraduate), phone number, whether you have already applied to the university, and the content of chat conversations and interactions with student ambassadors. Only your first name is made available to the student ambassadors you are holding a conversation with. University marketing staff have access to all the above personal data, but they only see the chat conversations in an anonymised form (connected to the ambassador, but not connected to you.) The lawful basis for processing personal data through UniBuddy is your consent which you provide when you sign up to the UniBuddy service. You are welcome to read UniBuddy’s Privacy Policy and Terms and Conditions.

If you apply for an ITT Training Bursary or ITT Training Scholarship Award please read the Privacy Notice for ITT Training Bursary and ITT Training Scholarship Award applicants.

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

The University uses your personal data to administer the application process. This includes:

  • Communicating with you regarding the progress of your application
  • Providing information about your course
  • Providing information about the University and its facilities such as accommodation
  • Giving you information about what you need to know in advance of coming to University, for instance, how to enrol
  • Assess your suitability for a course (including but not limited to your ‘fitness to practice, fitness to student or fitness to train to teach), and considering where appropriate, whether you would be likely to gain employment in a regulated profession related to your course
  • When required, putting in place appropriate support prior to coming to the University
  • Providing useful information about the services and facilities at the University in order to help you make an informed decision
  • Providing information about any relevant bursary for which you may be eligible
  • Communicating with you about your application decisions such as accepting, deferring or withdrawing from your offer.
  • Possibly linking you with current students / current applicants before you enrol or to help you settle in
  • Helping the University to track applications, link multiple applications from the same applicant, track applications into conversions

We keep your whole application for the year of the application cycle plus up to 5 years if you do not become a Newman student or for the duration of the course plus 7 years, if you become a Newman student. After that we keep a skeleton record of who has applied for monitoring purposes and all other application information is securely destroyed. The Marketing Department holds a copy of some of the personal data you provided in your application, in order to send you relevant communications to your application as outline in the purposes listed above.

If you apply to live in University accommodation you may provide personal and special category data regarding disabilities, long term medical conditions or criminal convictions relevant to your accommodation application. Personal data held for the purposes of accommodation is only shared with relevant staff and securely destroyed at the end of the academic year.

We use the personal data provided in the live chat facility and UniBuddy facility to respond to your questions and make the responses relevant to you and to help make you feel welcome at the University. The longest time that your personal data would be stored in the live chat facility or UniBuddy facility is two years from your most recent use of the facility. If you agree then we pass your contact details onto a relevant academic member of staff (e.g. university tutor) so that they can get in touch with you to tell you more about the programmes of study and see whether you have any questions for them. Please contact the Data Protection Officer (dpo@newman.ac.uk) for more information about any of the above. After this time your personal data is securely destroyed or, in the case of tracking engagement, your personal identifying factors are removed and we then use the information to monitor and plan our overall marketing strategies.

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 the admissions and pre-enrolment process. 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. We share the personal data with Office for Students (OfS), Student Loan Company (SLC), Department for Education (DfE), National Student Survey (NSS) and the Universities and Colleges Admissions Service (UCAS).We may need to pass personal data to the University Hospitals Birmingham NHS Trust Foundation as they provide Occupational Health Service to Newman University. This is personal data you would have provided to us as part of the ‘fitness to practise’, ‘fitness to study’ or fitness to train to teach’ clearance checks.

We may use third party organisations to print and post personalised communications to you on our behalf. If you have signed up to attend an event we may use third party organisation to text you on our behalf about the event. In these instances we would share your name and relevant contact details with our preferred supplier who would only use it for that purpose in accordance with our instructions. They would not share it with anyone else and they or we would delete the personal data files on completion of the work. In addition to the circumstances stated above we will share your personal information if we believe someone’s life is in danger or we believe we are compelled to by law.

What about safeguarding information?

If you are offered a place on a teaching programme you need to pass our safeguarding clearance procedures which include having a full enhanced DBS check. See https://www.newman.ac.uk/knowledge-base/information-on-dbs/  for more details. As the DBS check can take up to 8 weeks to receive, when you receive your offer to study at Newman University you might choose to tell us about a safeguarding issue to help us advise you whether you are likely to be able to enrol on a teaching programme. It is your own choice whether you wish to do this but it can give you more time to consider your likely options. If you do choose to share any information of this nature, it is treated with the strictest professionalism and is only shared with very limited people who are involved in safeguarding at the University. Any written information of this nature will be password protected or kept in limited access locked storage until it is no longer needed (e.g. you have made a decision about what programme you wish to pursue, or the DBS and associated checks are completed), at which point it will be securely disposed. If this personal information is written down, the lawful basis for Newman University using this information is your consent.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time. If you have applied through UCAS please contact them to correct or update your details. Otherwise please email admissions@newman.ac.uk For personal information you have provided us consent to use, you have the right to withdraw your consent at any time. However if you choose to do so before we have carried out the purpose of having that personal information we will not be able to use it which may affect the personalised services we can offer you. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

Newman University awards two undergraduate scholarships per year to applicants from a forced migrant background who cannot access finance from Student Finance England because of their Home Office status. To find out more please read the Sanctuary Scholarship webpage.

What type of personal data is collected?

When you apply for the Sanctuary Scholarship you provide us with personal information including:

  • Name
  • Date of birth
  • Contact details
  • Immigration status
  • Nationality
  • Referee name and contact details
  • Special category: gender, disability / health

The legal basis for using this personal information is your consent. This means you give us permission to use your personal information.

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

We will use your personal information to consider your application. If you are given the scholarship we keep your application form for 6 years after you leave the university. If your application is not successful we keep the application form for 1 year after the application deadline. After this time it is securely disposed of.

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

Your application form will only be accessible to the Director of Student Services, and the Chaplain. Paper copies of this personal information are kept in locked storage and personal data stored electronically is on our secure IT network whose servers are located within the UK or EU. We do not share the personal data you have provided for these purposes with any other organisations outside of Newman University unless we believe someone’s life is in danger or 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. For example if your contact details change you need to inform the Director of Student Services (s.howarth@newman.ac.uk) For personal information you have provided us consent to use, you have the right to withdraw your consent at any time. However if you choose to do so before the application deadline your application we will not be able to be considered.

You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

You have the right to see your application form. To do this, email the Director of Student Services (s.howarth@newman.ac.uk)

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

What type of personal data is collected?

When you made an enquiry you had to provide a variety of information including your name, email address, postal address, phone number, current school / college / university, courses you are interested in and your expected year of starting to study. We will store this information to enable us to track how successful our recruitment processes are. We will only use this information to contact you if you have asked us to do that or completed a form where it makes it obvious that by providing your information you are consenting for us to do that.

If you choose to use the live chat facility you are providing your chosen username, your email address and your device location, as well as any personal data you may choose to include in the live chat.

If you choose to use the UniBuddy facility personal Data collected from you will include your first name, last name, email address, password, country, the degree subject/level of interest (undergraduate/postgraduate), phone number, whether you have already applied to the university, and the content of chat conversations and interactions with student ambassadors. Only your first name is made available to the student ambassadors you are holding a conversation with. University marketing staff have access to all the above personal data, but they only see the chat conversations in an anonymised form (connected to the ambassador, but not connected to you). You are welcome to read UniBuddy’s Privacy Policy and Terms and Conditions.

How will the personal data be used?

On some booking forms we state that the personal details you provide on the form will only be used to facilitate the event and for monitoring purposes. On other forms we ask you to only provide the personal data you are happy for us to use to keep in touch with you to:

  • update you with information about learning opportunities
  • invite you to Open Days and events
  • send you university news
  • course information
  • track engagement you have with the University (e.g. whether you request a prospectus or come on an Open Day).

We use the personal data provided in the live chat facility and UniBuddy facility to respond to your questions and make the responses relevant to you and to help make you feel welcome at the University.

The legal basis for processing your personal data to respond to any enquiry you may have such as requesting a prospectus or finding out more about University courses is legitimate interests. The legal basis for processing your personal data for marketing by email / phone is your consent which you provided when you made your enquiry by choosing to provide your personal data. We store your personal data for up to 5 academic years after you made your most recent enquiry / booking. After this time your personal data is securely destroyed or, in the case of tracking engagement, your personal identifying factors are removed and we then use the information to monitor and plan our overall marketing strategies. If you register your details online (e.g. via our Register My Details or Request A Prospectus forms) your IP address is recorded. However this is not transferred to our databases and is deleted on a regular basis.

We use the personal data provided in the live chat facility and UniBuddy facility to respond to your questions and make the responses relevant to you and to help make you feel welcome at the University. The longest time that your personal data would be stored in the live chat facility or UniBuddy facility is two years from your most recent use of the facility. If you agree then we pass your contact details onto a relevant academic member of staff (e.g. university tutor) so that they can get in touch with you to tell you more about the programmes of study and see whether you have any questions for them. Please contact the Data Protection Officer (dpo@newman.ac.uk) for more information about any of the above. After this time your personal data is securely destroyed or, in the case of tracking engagement, your personal identifying factors are removed and we then use the information to monitor and plan our overall marketing strategies.

Hard copies of personal information are kept in locked storage and personal data stored electronically on secure servers located within the EU or protected by the EU-US Privacy Shield and suitable protections.

Will we share your personal data with anyone?

We use data processors to store your personal data or facilitate booking processes. We have written data protection compliant agreements in place with these data processors. We may use third party organisations to print and post personalised communications to you on our behalf. If you have signed up to attend an event we may use third party organisation to text or email you on our behalf about the event. In these instances we would share your name and relevant contact details with our preferred supplier who would only use it for that purpose in accordance with our instructions. They would not share it with anyone else and they or we would delete the personal data files on completion of the work. Apart from that we do not share your personal data with any other organisations outside of Newman University.

We may disclose your personal data where we believe we 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, in fact we would love you to do so. You can keep control over your communication preferences. You also have the right to withdraw your consent at any time, to restrict the processing of your data or to have your personal data erased. To do any of those things please email marketing@newman.ac.uk

If you do withdraw your consent or request the erasure of your personal data we will not be able to provide you with the information, invites or university news unless you make a new enquiry and re-provide your personal data with consent.

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).

You have the right to see what personal data we have about you. You can request a copy of your personal data by contacting our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT. Please specify that you wish to have a copy of the personal data you provided when you made a requested a prospectus / information about learning opportunities / open days / university news.

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/

What type of personal data is collected?

When you take part in the graduation enrolment careers survey you have the opportunity to provide us with the answers to career-specific questions. The legal basis for this is ‘legitimate interests’ (which means we need to process the personal information to fulfil our objectives; we believe it will not adversely affect you and we think you would expect it).

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

We will use your personal information to:

  • Send you an email with a link to information about the identified career pathway you are on as a result of your answers, which will give suggestions about ways you can move forward to secure graduate employment or a place on a postgraduate course
  • Contact you to let you know about the services on offer to you that might be of benefit to you.
  • Track graduate employability through My Career to enable us to carry out targeted work to improve graduate outcomes.
  • Help departments better understand their students’ careers needs and how they can work with the careers service and wider employability services to enhance the student experience and their graduate outcomes.
  • Plan careers and employability services and provision on offer to best meet your needs and those of future students and graduates.
  • Complete targeted work with groups of graduates.
  • Ask if you would like to be an inspirational case study.
  • Involve you in collaborative projects with external organisations enhancing career development.

Any tracking done through My Career will adhere to the My Career Privacy Notice for Students / for Graduates.

Once processed the University will delete this survey within 7 years after completion of your programme and data transferred across to My Career will be kept for 3 years after graduation in line with our My Career Privacy notice (for Students / for Graduates). External organisations who we work with on collaborative projects may keep your personal data for a longer period, in order to comply with contractual obligations. Contact dpo@newman.ac.uk if you require more information about this. When this time has been reached, the personal information is securely destroyed.

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

We only share your personal data with relevant Newman staff and with other organisations when relevant to a collaborative project. We also would share your personal data if we were to  believe someone’s life was in danger or we believe we are compelled to by law. 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.

What rights do I have regarding my personal data?

The graduation enrolment careers survey captures a snapshot in time during graduation enrolment each year. If things change and you want to let the careers service know, you need to contact the careers service to speak to a member of staff. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. The graduation enrolment careers survey will not make any automated individual decision-making, however it will send you targeted information based on your answers to the questions. It is important you know that the careers service offer for graduates is available to all graduates regardless of their answers to the questions. Also on the web link we provide you will be able to access the pages for all the career pathways and can move forwards and backwards at any pace you like.

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/

In order to access/continue to access a personalised careers service at Newman University, you must sign up to and agree to the conditions of My Career. My Career enables you to have a designated careers area to manage your careers development for three years after graduation. You can:

  • Book on to and manage careers appointments.
  • Access your guidance session notes.
  • Book on to and manage workshops and events.
  • Sign up to receive targeted emails and news.
  • Access the Newman University Jobs Board and have the option to sign up to receive email alerts for relevant opportunities you may be interested in.
  • Access online resources and awards.

You will have a Graduate Profile with information that you control. This includes your personal details, email preferences and types of opportunities you are interested in. Take some time to set your profile as this will affect the accuracy and quality of your experience.

How do I access My Career and what is in my Graduate Profile?

As a graduate you need to register to continue or start accessing My Career but you will be able to retain the full history of your records if you have previously used My Career. Your registration request will be processed as soon as possible and you will receive an email once your registration has been approved with details on how to login.

Newman University Careers Service is the data controller and GTI Limited is the data processor. This simply means that Newman University Careers Service determines the purpose and means of the processing of your personal data and GTI Limited processes the data on behalf of Newman University Careers Service.

My Career is linked to SITS the university’s student records management system used to store, administer and manage all aspects of student information. The graduate registration can be merged with an existing student record or approved as a new record.

By using My Career as a graduate you are agreeing to the careers service having access to the following personal data: Name, Student Number, Address, Course Name, Year of Study Department, Faculty Username, Email Address, Gender, Mode of Study (Full-Time/Part-Time), Date of Birth, Nationality, Disability and Ethnicity.

Why is it being collected?

Our lawful basis for processing this data is legitimate interests. This means that it is in our interests as a University to ensure you receive high quality careers education, information, advice and guidance in order to enhance your employability and achieve your personal goals not only during your studies but for three years after graduation. By processing the data it allows you to manage your careers experience in one place and allows Newman University Careers Service to provide a high quality, interactive service for your benefit. It also allows us to complete anonymised statistical reports, send you information you have requested and ask for feedback to continually improve the services on offer to you.

By processing special category data: nationality, ethnicity and disability, Newman University Careers Service is able to give you specialist careers guidance, for example highlighting employers diversifying their recruitment procedures. It also allows Newman University Careers Service to monitor usage of the service by different groups of students to ensure we are providing the best service for all students and meeting the actions of our Access and Participation Plan. Any special category data reported outside of the careers service is completely anonymous and will only form statistical reports.

If you receive Careers Progression Coaching as part of the Transformation West Midlands project, we also need to collect data and share personal data to deliver additional services to you. We are also testing a number of interventions to create a stronger support network, with the goal of leading to higher level graduate employment. For more information please see the Transformation West Midlands Privacy Notice.

How will it be used?

We will only use your data to:

  • Keep a careers area accessible by you and the careers team to enable you to interactively engage, access your careers guidance notes and set preferences for emails and employer opportunities.
  • Produce statistical reports to monitor usage of the service and its impact, and continually improve the services on offer
  • Send information you have requested
  • Send you evaluations/feedback to continually improve the services on offer
  • Communicate with relevant Newman University staff with employability data for your benefit and to provide a holistic employability experience at university.

Please note if you receive Careers Progression Coaching as part of the Transformation West Midlands project, The University of Birmingham, Newman University and University College Birmingham will share your data for the purposes of the project. For more information please see the Transformation West Midlands Privacy Notice.

Who will it be shared with?

We only share your personal data with relevant Newman staff for the purposes of your employability development, but would never disclose the content of any discussions. If we share any data with other organisations we would always let you know and seek your permission, such as the Transformation West Midlands project. For more information about how your data is shared, please see the Transformation West Midlands Privacy Notice. We do have an obligation to ensure that the personal data we hold about you is as up-to-date as possible. Therefore if you update your preferred contact details once you are a graduate on My Career, we may update your university student records accordingly for the purposes of the graduate outcomes survey.

How long will it be stored?

You have the option to activate a graduate account and access careers guidance for three years after graduation. Three years after completing your course, data on My Career will be anonymised involving the removal of all personal data. This means that there will be no of identifying an individual by using the remaining information. We also work collaboratively with other organisations who may keep your personal data for a longer period, up to a maximum of seven years after graduation in order to comply with contractual obligations.

What rights to I have regarding my personal data?

You have the right to correct or update your personal data at any time; in fact we would love you to do so. You can update your email address and mobile phone number through My Career in order to set your communication preferences, and receive information. If you are graduate but happy for your University records to be updated you can email dpo@newman.ac.uk.

You also have the right to withdraw your consent at any time, to restrict the processing of your data or to have your personal data erased. To do any of these three things please email careers@newman.ac.uk  Please bear in mind that if you do withdraw your consent or request the erasure of your personal data we will delete your My Career account and you will not be able to access the careers service. If you decide to recreate your account, services will be available as before.  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). You have the right to see what personal data we have about you. You can see all the personal data held by My Career by logging onto your My Career Profile. You can request a copy of any other elements of your personal data by contacting our Data Protection Officer by email dpo@newman.ac.uk or by post: Newman University Genners Lane, Birmingham, B32 3NT. Please specify what personal data / area of the university you would like your personal data from as this will help to make the response to your request more efficient.

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

This privacy notice covers the main student ‘journey’ that every student experiences regarding how personal data is used. There are separate privacy notices covering specific processes such as but not limited to Academic Appeals, the Careers Service, Mitigating Circumstances, Disciplinaries, Student Support, use of Wi-Fi etc.

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 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. 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, your method of leaving (graduation / withdrawal / suspension) and your reasons for that;
  • 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, 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) or if the police have informed us of a conviction. 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 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 practice’, ‘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), Individual Learning Plans (ILPs) or action plans
  • 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 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;
  • 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).
  • Legal obligation related to employment – The processing is necessary for a legal obligation in the field of employment and social security law or for a collective agreement (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. 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 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 majority of your personal data will form part of your student file.  Your student file will be securely disposed of or permanently deleted 10 years from the date your student file was created.  Your student file will be replaced with a skeleton file that consists of your name, student ID number, and programme of study, transcript and award.  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. 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 and Social Care; 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. Newman University also verifies students’ information to enable the Students’ Union to award the PT Officer Widening Participation Bursary but it does 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 (su-president@newman.ac.uk). You can also request for them to delete your personal data.
  • Professional and regulatory bodies (e.g. British Psychological Society, Association of Chartered Certified Accountants), to 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, Panopto and other lecture capture systems, Turnitin or other plagiarism detection software, SEAtS (student engagement software provider), Smile (the system administrators of the electronic workflows), WeVideo and WPD (e-store payment platform providers). We always try to use companies who store personal data on behalf of the university in the UK or EU, however, please note information provided through Microsoft Forms is stored on Microsoft servers in the USA.
  • 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 Alumi Association only communicate with you through email or phone if you give consent for them to do so.
  • 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 registry@newman.ac.uk.

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 dpo@newman.ac.uk

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 dpo@newman.ac.uk 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 dpo@newman.ac.uk 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 https://ico.org.uk/your-data-matters/

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 dpo@newman.ac.uk 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 https://ico.org.uk/concerns/handling/

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 make a material change (as opposed a change such as correcting a typo or re-phrasing something for clarity) we will inform you by putting a message on the website and/or e-mail highlighting the specific change.

Appendix 1 – Examples of specific purposes for use of personal data

Marketing, Recruitment and Admissions

No. Purpose Legal 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. Consent 7. To determine your suitability for any course and/or placement through e.g. a Disclosure and Barring Service (DBS) disclosure, occupational health clearance etc. Legal obligation / 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 / Consent 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 / Consent 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. 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

Financial

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/Legitimate Interests 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

Accommodation

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:  www.hesa.ac.uk/about/regulation/data-protection/notices . 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

 

 

 

What type of personal data is collected?

When you make an Academic Appeal 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 Academic Appeal. 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 an Academic Appeal.

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

We will use your personal data to help resolve your Academic Appeal. We keep your appeal file (appeal forms, 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. An anonymised Academic Appeals Register is kept for auditing and reporting purposes.

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 Academic Appeal such as the relevant Heads of Subject / Programme, members of Senate on your Academic Appeal Panel, Deputy Registrar, Registrar and Vice-Chancellor. 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. We do not share the personal data you have provided as part of the Academic Appeal 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 Academic Appeal 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 Academic Appeal is considered, we will not be able to take that information into consideration. To do any of those things please email assessments@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/

Each year when you enrol you provide the University with personal data about yourself. This is shared with the staff who need access to it to enable your programme to run well. Sometimes you may be asked for additional personal data by an area of the University that needs it for a specific purpose.  This notice explains the use of personal data collected during the Academic Misconduct process.

Who are we?

Newman University (Genners Lane, Bartley Green, 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?

If your work is being investigated under the Student Academic Misconduct Procedures you may choose to share some personal data or sensitive personal data as part of your response to the allegation or as part of an appeal against the outcome of the investigation.  The University may take that personal information into account when dealing with your case on the legal basis of ‘legitimate interests’.  Under the General Data Protection Regulation (GDPR) sensitive personal data is known as ‘special categories of data’ and this includes race; ethnic origin; politics; religion; trade union membership; genetics; biometrics (where used for ID purposes); health; sex life; or sexual orientation. The legal basis for the University taking into account any special category (i.e.) sensitive personal data is the person’s consent. Our correspondence with you states that it is your choice if you share any special category (i.e.) sensitive personal data and if you do so you are consenting for the University to use it purely for the purpose of the Academic Misconduct investigation, subsequent provision of support or any related appeal. The University will treat your personal data very carefully as outlined below.

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

We will use your personal data and any sensitive personal data only as part of the Academic Misconduct investigation. We keep your academic misconduct file (correspondence, 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 investigation, list of correspondence, allegation, decision and outcome) about the investigation are kept on the Academic Misconduct 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 the Academic Misconduct investigation, Assessments staff and, where appropriate, Student Support. Hard copies of personal data 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 your personal data with any other organisations outside of Newman University unless we believe someone’s life is in danger or 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 Academic Misconduct investigation that it is not possible to update via MyNewman, please email the staff member who has contacted you about the Academic Misconduct investigation or email dpo@newman.ac.uk . For any sensitive data you have shared as part of an Academic Misconduct investigation, you have the right to withdraw your consent at any time, however if you choose to do any of these before your Academic Misconduct investigation is considered, we will not be able to take account of that personal data as part of the investigation. You have the right to restrict the processing of your data or to have your personal data erased. To do any of those things please email dpo@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 to dpo@newman.ac.uk or by post to Newman University Genners Lane, Birmingham, B32 3NT. 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/

What type of personal data is collected by the Careers Service?

Please read the Privacy Notice for Students to know how Newman University process your personal data as a student. This Privacy Notice for Careers Service provides you with more detail about how your personal data is processed when you take advantage of the services offered by the Careers Service which are available to you as a student and for up to 3 years after you graduate.

Attendance/Evaluations and Feedback

The Careers Service processes personal data regarding attendance at events, evaluations, feedback, responses to email requests etc. The lawful basis for this processing will depend on the exact scenario. For each scenario, specific details will be given to the student/graduate/employer or individual involved. Personal data processed for these reasons is only kept for as long as necessary and where appropriate it is anonymised. If you have a specific query regarding the processing of personal data in this category please contact dpo@newman.ac.uk .

Careers Awards

The Careers Service runs award programmes. Details of the Newman Volunteering Programme can be read on the Newman Volunteering Programme webpage. Details of how the personal data is processed is on the award forms. Details of the ACE: Award for Careers and Employability can be read on the ACE: Award for Careers and Employability Webpage and details of how your data is processed can be found in the Privacy Notice for the ACE: Award for Careers and Employability.

Careers Emails

Where relevant, emails sent to members of the Careers team or Careers inbox, may be kept within your My Career profile to help us understand your learning/career journey, your engagement with our services and to improve the service we provide to you.

Careers Registration and Graduation Enrolment

When you take part in Careers registration and the Graduation Enrolment Careers Survey you have the opportunity to provide us with the answers to career-specific questions, which help the Careers Service and wider areas of the institution to provide relevant services and information to you over time. Please read the Privacy Notice for Careers Registration and Privacy Notice for Graduation Enrolment Careers Survey for more information about how your personal data is processed.

My Career

My Career provides students and graduates with a personalised careers portal to manage their careers experience whilst at university and beyond. This is the place to do many things including booking appointments, booking places on workshops and events, accessing job opportunities and resources and completing awards. For more information about how your personal data is processed as part of My Career please read the My Career Student Privacy Notice or the My Career Graduate Privacy Notice.

My Career also provides employers with an opportunity to register as an orgnaisation and post vacancies. Employers are to post, edit, reactivate and extend current and past vacancies and may on occasion have the opportunity to register for events. For more information about how employer personal data is processed by My Career please read the My Career Employer Privacy Notice.

ShortList.Me

If you choose to use the ShortList.Me video interviewing training facility, your personal data will be processed by ShortList.Me. The personal data is your name, email address, student number and optional phone number, along with the video content that you record. Please read the ShortList.Me Privacy Notice for more information. The personal data will be stored by Newman University Careers Service for up to 12 months and then securely deleted.

Transformation West Midlands

Newman University, the University of Birmingham and University College Birmingham have won a grant from the Office for Students to help boost job opportunities for local graduates in the region. The project is called ‘Transformation West Midlands’ and we will work closely with key employers in the region to help them recruit locally and diversify their workforce. Key to the project is improving the employment outcomes of students from disadvantaged backgrounds, particularly BAME students and those with disabilities. The University of Birmingham is the lead partner and will report to the Office for Students and inform the HE sector on the outcomes of this project. Please read the Transformation West Midlands Privacy Notice for more information about how personal data is processed as part of this project.

Newman University students’ personal data collected through Transformation West Midlands will become part of their My Career profile and used and stored in accordance with that portal. For more information about how your personal data is processed as part of My Career please read the My Career Student Privacy Notice or the My Career Graduate Privacy Notice.

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

The privacy notices referenced above provide details of how long the personal data is kept for. In each case it is the minimum time necessary and where appropriate it is anonymised. When the retention period has been reached, the personal information is securely destroyed.

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

The privacy notices referenced above provide details of who the personal data is shared with. 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.

What rights do I have regarding my personal data?

If you believe any information we have about you is incorrect or needs updated, please use the methods described in the relevant privacy notice above. If that is not clear please contact careers@newman.ac.uk explaining what you need correcting or updating. The Careers team may need you to verify your identity in order to make the change.

You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk  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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT. Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

What type of personal data is collected?

When you take part in Careers registration you have the opportunity to provide us with the answers to career-specific questions. The legal basis for this is ‘legitimate interests’ (which means we need to process the personal information to fulfil our objectives; we believe it will not adversely affect you and we think you would expect it).

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

We will use your personal information to:

  • Send you an email with a link to information about the identified career pathway you are on as a result of your answers, which will give suggestions about ways you can move forwards with your future career plans.
  • Contact you to let you know about the services on offer to you that might be of benefit to you.
  • Track employability through My Career and Tableau to enable us to carry out targeted work to improve graduate outcomes.
  • Help departments better understand their students’ careers needs and how they can work with the Careers Service and wider employability services to enhance the student experience and their graduate outcomes.
  • Plan careers and employability services and provision on offer to best meet your needs and those of future students and graduates.
  • Complete targeted work with groups of students and graduates.
  • Involve you in collaborative projects with external organisations enhancing career development where appropriate.

Any tracking done through My Career will adhere to the My Career Privacy Notice for Students / for Graduates.

Once processed, the University will delete this survey 7 years after completion of your course and data transferred across to My Career or Tableau will be kept for 3 years after graduation in line with our My Career Privacy notice (for Students / for Graduates). External organisations who we work with on collaborative projects may keep your personal data for a longer period, in order to comply with contractual obligations. Contact dpo@newman.ac.uk if you require more information about this. When this time has been reached, the personal information is securely destroyed.

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

We only share your personal data with relevant Newman staff and with other organisations when relevant to a collaborative project. We also would share your personal data if we were to believe someone’s life was in danger or we believe we are compelled to by law. 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.

What rights do I have regarding my personal data?

Careers Registration captures a snapshot in time during enrolment each year. If things change and you want to let the careers service know, you need to contact the careers service to speak to a member of staff. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk  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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT. Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. Careers Registration will not make any automated individual decision-making, however it will send you targeted information based on your answers to the questions. It is important you know that the careers service offer for graduates is available to all graduates regardless of their answers to the questions. Also on the web link we provide you will be able to access the pages for all the career pathways and can move forwards and backwards at any pace you like.

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/

What type of personal data is collected?

Please read the Privacy Notice for Students to know how Newman University processes your personal data as a student. To complete the ACE award, you will need to log into your My Career account: https://mycareer.newman.ac.uk. The award is completed through My Career and involves you submitting pieces of work to be assessed by the careers team in order to gain the different bronze, silver and gold stages of the award. You will also need to submit a piece of work through Panopto.

The lawful basis for processing your personal data is legitimate interests. This means that it is in our interests as a University to ensure you receive high quality careers education, information, advice and guidance in order to enhance your employability and achieve your personal goals. We believe it is also in your interests as a student. By processing the data it allows you to manage your careers award through your My Career account and allows Newman University Careers Service to provide a high quality, interactive service for your benefit.

For more information about how your personal data is stored and processed as part of My Career please read the My Career Student Privacy Notice or the My Career Graduate Privacy Notice.

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

Your personal data from your My Career account and the submission you make to Panopto will be processed in order to accredit your ACE award and for it to appear on your HEAR (Higher Education Achievement Report). All personal data submitted is processed to:

  • Confirm you have completed and passed the elements of the Bronze, Silver and Gold stages of the award you are applying for.
  • To present the information at the validation panel in order to get your accredited award included on your Higher Education Achievement Report (HEAR).
  • To send you an evaluation and ask for feedback on your experience of completing the award.
  • To produce monitoring reports on the impact of the award and benefits of completion.

Your personal information is stored securely on My Career and on our secure IT network whose servers are located within the EU. We will produce reports to be approved at the HEAR validation panels. Hard copies of personal information are kept in a secure location on the S:Drive. The information is accessible to the careers team and shared with relevant staff including the Assessment and Graduation team in order for your award to be validated.

Your personal information is stored and processed in accordance with My Career and student records. For more information about how your personal data is stored and processed as part of My Career please read the My Career Student Privacy Notice or the My Career Graduate Privacy Notice.  Once your award has been validated through the HEAR, we will securely destroy your Panopto submission. Your information is kept by the university so that you can request a copy of the HEAR information as proof of your volunteering and for our administrative and reporting purposes (up to 7 years after graduating from your course).

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

As mentioned, the careers team will have access to your personal data through My Career. For more information about how your personal data is stored and processed as part of My Career please read the My Career Student Privacy Notice or the My Career Graduate Privacy Notice.  In order to have your award validated we will also need to share it with the HEAR validation panel.

What rights do I have regarding my personal data?

If you believe any information we have about you is incorrect or needs updating, please use the methods described in the relevant privacy notice above. If that is not clear please contact careers@newman.ac.uk explaining what you need correcting or updating. The Careers team may need you to verify your identity in order to make the change.

You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk . 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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT. Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

In order to access a personalised careers service at Newman University during your course, you must sign up to and agree to the conditions of My Career. My Career enables you to have a designated careers area to manage your careers development whilst at university and for three years after graduation. You can:

  • Book on to and manage careers appointments.
  • Access your guidance session notes.
  • Book on to and manage workshops and events.
  • Sign up to receive targeted emails and news.
  • Access the Newman University Jobs Board and have the option to sign up to receive email alerts for relevant opportunities you may be interested in.
  • Participate in Careers and Employability awards.
  • Access resources.

You will have a Student Profile with information that you control. This includes your personal details, email preferences and types of opportunities you are interested in.

Take some time to set your profile as this will affect the accuracy and quality of your experience.

How do I access My Career and what is in my Student Profile?

As a current student you can access My Career by logging in with your username and password. To continue using this service for three years after graduation you will have to re-register to get access but you will retain the full history of your records.

Newman University Careers Service is the data controller and GTI Limited is the data processor. This simply means that Newman University Careers Service determines the purpose and means of the processing of your personal data and GTI Limited processes the data on behalf of Newman University Careers Service.

My Career is linked to SITS the university’s student records management system used to store, administer and manage all aspects of student information.

By using My Career you are agreeing to the careers service having access to the following personal data: Name, Student Number, Address, Course Name, Year of Study Department, Faculty Username, Email Address, Gender, Mode of Study (Full-Time/Part-Time), Date of Birth, Nationality, Disability and Ethnicity.

Why is it being collected?

Our lawful basis for processing this data is legitimate interests. This means that it is in our interests as a University to ensure you receive high quality careers education, information, advice and guidance in order to enhance your employability and achieve your personal goals. We believe it is also in your interests as a student. By processing the data it allows you to manage your careers experience in one place and allows Newman University Careers Service to provide a high quality, interactive service for your benefit. It also allows us to complete anonymised statistical reports, send you information you have requested and ask for feedback to continually improve the services on offer to you.

By processing special category data: nationality, ethnicity and disability, Newman University Careers Service is able to give you specialist careers guidance, for example highlighting employers diversifying their recruitment procedures. It also allows Newman University Careers Service to monitor usage of the service by different groups of students to ensure we are providing the best service for all students and meeting the actions of our Access and Participation Plan. Any special category data reported outside of the careers service is completely anonymous and will only form statistical reports.

If you receive Careers Progression Coaching as part of the Transformation West Midlands project, we also need to collect data and share personal data to deliver additional services to you. We are also testing a number of interventions to create a stronger support network, with the goal of leading to higher level graduate employment. For more information please see the Transformation West Midlands Privacy Notice.

How will it be used?

We will only use your data to:

  • Keep a careers area accessible by you and the careers team to enable you to interactively engage, access your careers guidance notes and set preferences for emails and employer opportunities.
  • Produce statistical reports to monitor usage of the service and its impact and continually improve the services on offer.
  • Send information you have requested.
  • Send you evaluations/feedback to continually improve the services on offer.
  • Communicate with relevant Newman University staff with employability data for your benefit and to provide a holistic employability experience at university.
  • Validate any careers awards you have completed.

Please note if you receive Careers Progression Coaching as part of the Transformation West Midlands project, The University of Birmingham, Newman University and University College Birmingham will share your data for the purposes of the project. For more information please see the Transformation West Midlands Privacy Notice.

Who will it be shared with?

We only share your personal data with relevant Newman staff for the purposes of your employability development, but would never disclose the content of any discussions. For example, we may tell a university validation panel you have completed a workshop or award to ensure your information is entered on your HEAR. If we share any data with other organisations we would always let you know and seek your permission, such as the Transformation West Midlands project. For more information about how your data is shared, please see the Transformation West Midlands Privacy Notice. We do have an obligation to ensure that the personal data we hold about you is as up-to-date as possible. Therefore if you update your preferred contact details once you are a graduate on My Career, we may update your university student records accordingly for the purposes of the graduate outcomes survey.

How long will it be stored?

Your My Career account is an online account and will be active during your course here at Newman University. You also have the option to activate a graduate account and access careers guidance for three years after graduation. Three years after completing your course, data on My Career will be anonymised involving the removal of all personal data. This means that there will be no of identifying an individual by using the remaining information. We also work collaboratively with other organisations who may keep your personal data for a longer period, up to a maximum of seven years after graduation in order to comply with contractual obligations.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time; in fact we would love you to do so. You can update your email address and mobile phone number through My Career in order to set your communications preferences and receive information. If you are no longer a student and are happy for your records to be updated you can email dpo@newman.ac.uk.

You also have the right to withdraw your consent at any time, to restrict the processing of your data or to have your personal data erased. To do any of these three things please email careers@newman.ac.uk Please bear in mind that if you do withdraw your consent or request the erasure of your personal data we will delete your My Career account and you will not be able to access the Careers Service. If you decide to recreate your account, services will be available as before.

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).

You have the right to see what personal data we have about you. You can see all the personal data held by My Career by logging onto your My Career Student Profile. You can also log onto MyNewman to see the personal data in your MyNewman profile. You can request a copy of any other elements of your personal data by contacting our Data Protection Officer by email dpo@newman.ac.uk or by post: Newman University Genners Lane, Birmingham, B32 3NT. Please specify what personal data / area of the university you would like your personal data from as this will help to make the response to your request more efficient.

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/

Who is Transformation West Midlands?

The University of Birmingham, Newman University and University College Birmingham have won a grant from the Office for Students to help boost job opportunities for local graduates in the region. The project is called ‘Transformation West Midlands’ and the three university partners will work closely with key employers in the region to help them recruit locally and diversify their workforce.

Key to the project is improving the employment outcomes of local undergraduate final year students and graduates* who are from the West Midlands region, seeking work in their home region, supporting in particular minority ethnic students/graduates, students/graduates with disabilities and those who are first in their family to enter higher education. The activities that we deliver are intended to help identify what enables the progression of individuals, so that we can share learning between our Careers Services and Universities, to improve support and provision, boosting graduate job employment.

The University of Birmingham is the lead partner and will report to the Office for Students and inform the UK Higher Education Sector of the outcomes of this project.

A number of activities, online resources and information (e.g. skills development training; networks, mentoring, reverse mentoring and events across the West Midlands) will be available to you. This is to help raise your awareness of opportunity in sectors and locations and enhance your personal/professional development.

What personal data are we collecting?

Newman University students’ personal data collected through Transformation West Midlands will become part of their MyCareer profile and used and stored in accordance with that programme. You can read more information about that via Privacy Notice ‘MyCareer’ Students or Privacy ‘MyCareer’ Graduates. By participating, you are also providing Transformation West Midlands with your name, university, year of study, programme of study, student ID number, your postcode, gender, ethnicity, health/disability data and your engagement with the project, as well other information on your My Career record. We will also collect your feedback e.g. through surveys, questionnaires, reflection logs and focus groups. Only personal data related to the Transformation West Midlands project activity will be held at the University and shared across the partner universities.

If you are in receipt of progression coaching, we will be collecting further details from questionnaires that you have completed; your written answers to questions put forward to you mid-way and upon exit of coaching and other communications, to determine how helpful coaching has been to support your progression. We will also be collecting data related to your career destination, sectors/roles of interest and your career goals to determine if you reached your goals as a result of the support offered and your actions. We will also be collecting data that relates to the effectiveness and administration of coaching such as number of appointments; career development; any skills gaps or generic barriers; whether you accessed other support such as mentoring, so that we can review and create quality provision that enhances students’ and recent graduates’ employability skills and knowledge.

To evaluate the effectiveness of progression coaching, coaches from each of the partner universities will be producing a small sample of anonymised case studies for their own reflective practice, to assess challenges, development, results and learning points in order to explore what makes the difference to progression. Additional data collected that may be used, will be from coach notes, action plans and any email correspondence between the coach and coachee that links to progression and barriers to help improve support.

How will we use it?

This project aims to develop your knowledge, confidence, skills/competencies so that you are better prepared for the workplace and for what local industry demands.  We will test a number of interventions/activities to create a stronger support network, with the goal of leading to higher level graduate employment or further study for individuals that live in the region.

We will use your personal data to:

  • Deliver additional services and facilities to you, related to Careers which are part of the Transformation West Midlands Project and include the partner universities;
  • Communicate effectively with you including the distribution of relevant newsletters and invitations to take part in other Careers related activities;
  • Evaluate, monitor and report on how students and recent graduates are accessing our services, plan for future courses and activities, and plan/provide help or reasonable adjustments;
  • Evaluate to what extent we are enabling progression, (which may lead to a graduate level job, further study, employment or self-employment) and which interventions are more effective, to improve how Careers services work with local and under-represented students/graduates;
  • Review and report on coaching using data from coaching sessions for creating small anonymised case studies in order for the coaches and the project team across the partner universities to share their reflections on coaching as an intervention for enabling progression towards graduate employment.

What is the legal basis of the processing?

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

  • the performance of our contractual obligations with you;
  • the performance of tasks we carry out in the public interest;
  • the pursuit of the legitimate interests of the University or external organisations (e.g. to enable your access to external services).

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

Who will your personal data be shared with?

Your data will be securely shared between the University of Birmingham, Newman University and University College Birmingham to enable the project to evaluate the success of Transformation West Midlands. Coaching conversations, action plans, coach notes will remain anonymous, so your privacy is protected.

Anonymous data will be shared with the external funder, Office for Students, and their evaluators, as part of its reporting obligations to show progress and results. The Transformation West Midlands Steering Group** and colleagues of the three universities will receive anonymous data on a needs to know basis. Anonymous data may also be shared with other organisations interested in the project, such as other higher education institutions to share best practice and local/regional employers to foster greater collaboration and job opportunities.

Your rights

More information about how the University of Birmingham lead partner uses your personal data and your rights can be found on the University of Birmingham privacy notice webpage.

*Graduates – West Midlands graduates (from the region) who have studied at Newman University, UCB and University of Birmingham, graduating in the last two years with a bachelors degree; currently unemployed or underemployed. The West Midlands area includes Birmingham and Solihull, Black Country (Sandwell, Dudley, Walsall, Wolverhampton), Coventry and Warwickshire, Hereford and Worcestershire, Shropshire, Telford and Wrekin, Staffordshire.

**Transformation West Midlands Steering Group – Black Country Consortium, Citi-Redi, GBSLEP, Greater Birmingham Chambers of Commerce, University of Birmingham Guild of Students, Uprising and the partner universities.

Personal data provided for publicity purposes (NEW ACCORDION)

Please read this if you are submitting anything about yourself (i.e. your personal data) for the purpose of University and Transformation West Midlands project communications and publicity.

It is completely voluntary to submit any personal data for the use of your photographs, recordings, vlogs, blogs, quotes, case studies etc. that you submit. That means it is your choice to include your full name, degree course, year of study/graduation year and any other personal data that may collectively identify you.  Therefore, when you send your material to us, please do not submit any personal data that you do not wish to be used in the described ways.

Your materials will be used to publicise the benefits of you using or participating in activity and to help demonstrate visually to other students, graduates, higher education institutional Careers colleagues and employers/other providers what these services are like.

Your materials may be used in the following sources or any others, as the University of Birmingham, Newman University, University College Birmingham and the funder (Office for Students) sees fit:

  • The University’s world wide website and e-publications
  • Paper based University and publications
  • Transformation West Midlands project presentations to students and graduates
  • Transformation West Midlands project presentations to employers and Careers colleagues in the Higher Education Sector
  • Transformation West Midlands reporting that evidence activity and project feedback
  • Summative reports to the funder and its evaluators

The lawful basis for storing and using your personal data for the described purposes is ‘legitimate interests’, which means we need to process the personal information to fulfil our objectives, we believe it will not adversely affect you and we think you would expect it. The legitimate interests are that it is necessary for the involved organisations to publicise the benefits of the use of and participation in this project and to demonstrate visually to other students, graduates, higher education institutional Careers colleagues and employers/other providers what these services are like.

Non-exhaustive examples of what form your personal data might take or how it might be used include:

  1. Photographs
  2. Video Recordings
  3. Voice Recordings
  4. Vlogs
  5. Blogs
  6. Case studies
  7. Written feedback
  8. Podcasts
  9. The University using your written feedback, blogs or case studies to create a video or animation

The personal data will be stored and used for as long as necessary for the described purposes. After this time it will be securely destroyed.

If you later change your mind and wish to opt out of having your personal data used in this way, please contact Melissa Clarke: melissa.m.clarke@newman.ac.uk at Newman University or Alison Sharp, Project Lead, Transformation West Midlands a.sharp@bham.ac.uk who will consider whether it is reasonable and possible to stop using/remove your personal data. We wish to treat people well and where it is reasonable and possible to stop using this personal data/remove this personal data, we will do so. However as the lawful basis for this use of personal data is legitimate interests and not your consent, the organisations are only obliged to stop using/remove any personal data where your interests outweigh the interests of the organisations.

The Board of Religious Studies is the data controller for the information it holds about the students on the CCRS course. Newman includes this privacy notices in its suite of privacy notices in order to enable its students to be well-informed but Newman University is not responsible for the data processing described below.

What is the Catholic Certificate in Religious Studies (CCRS) and who is the Board of Religious Studies (BoS)?

The Catholic Certificate in Religious Studies (CCRS) is managed and awarded by the Board of Religious Studies (BoS) on behalf of the Bishops’ Conference of England and Wales. It was introduced in 1991 to replace its predecessors, The Catholic Teachers’ Certificate and the Certificate in Religious Education. Any person who is or wishes to be involved in Catholic education and formation may apply for this course. This includes those involved in Religious Education in schools, Parish Catechesis and other ministries in the Church and anyone who wishes to follow the course for faith development or personal interest. The course seeks to ensure that participants have at least a basic knowledge and understanding of the beliefs of the Catholic Faith. It also provides a basis for further study.

The course was revised in 1992.  It is designed for teachers in Catholic schools; that they may have a basic understanding of the Church, its teaching and way of life to enable them to contribute to the maintenance of the ethos of the Catholic school.  It is also for catechists in order to give them a basic understanding of the faith of the Catholic Church as a foundation for their catechetical ministry, and for adult members of the Church to enable them to continue to grow in understanding as they live their Catholic faith.

What information does the GDPR apply to?

Personal data

“The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. This definition provides for a wide range of personal identifiers to constitute personal data, including name, identification number, location data or online identifier, reflecting changes in technology and the way organisations collect information about people. The GDPR applies to both automated personal data and to manual filing systems where personal data are accessible according to specific criteria. This could include chronologically ordered sets of manual records containing personal data.” – Information Commissioners Office (ICO)

Sensitive personal data

“The GDPR refers to sensitive personal data as “special categories of personal data.” The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Personal data relating to criminal convictions and offences are not included, but similar extra safeguards apply to its processing” – Information Commissioners Office (ICO)

What Personal data and Sensitive personal data do the Board of Religious Studies hold for students?

The National CCRS Database holds the following data for each CCRS participant; CCRS Registration Number, Title, Forename, Surname, Home Address, Postcode, Invoice Number, CCRS Venue Name, Transferred Centre’s (Venue 2), month/year Registered, Pass and Distinction Marks and any Approved Prior Learning (APL) for all eight modules, month/year certificate issued and whether any duplicate certificates have been issued.

The CCRS Certificates hold the following data for each CCRS participant; CCRS Registration Number, Title, Forename, Surname, CCRS Venue Name, Pass and Distinction Marks and any Approved Prior Learning (APL) for all eight modules, month/year certificate issued, titles of two specialist modules taken.

The CCRS invoices held where a student has requested a replacement certificate contain the following for each CCRS participant who has requested one since 2017 when replacement certificates became chargeable; CCRS Registration Number, Title, Forename, Surname, Current Postal Address, invoice number.

Email communications with students and/or CCRS Centre’s regarding records are not kept for longer than 12 months.

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

The Board of Religious Studies maintains a central CCRS record in order that certificate holders can be evidenced.   Public Task (6(1) (e) is the lawful basis upon which the University processes CCRS data.  This is because CCRS certification is required for specific roles within the Catholic community in order to ensure that schools, academies, universities and other applicable organisations are employing teachers that can ensure the Catholic faith is taught to a high standard. It is also available to any person who is or wishes to be involved in Catholic education and formation. This includes those involved in Religious Education in schools, Parish Catechesis and other ministries in the Church and anyone who wishes to follow the course for faith development or personal interest. The course seeks to ensure that participants have at least a basic knowledge and understanding of the beliefs of the Catholic Faith.

The Board of Religious Studies will keep the following information for reference purposes, on behalf of the university and diocesan centres and the student, for a maximum of 65 years. The Board of Religious Studies retain only the data necessary to identify you and to confirm your records. The Board of Religious Studies do not collect any data which is not required in order to identify a student and their records, all data collated is necessary to produce certification both upon completion and where a student later requests a certificate if a duplicate is requested, if any of the data is deleted, it would not be possible to identify student records. Full records including transcripts, grading, essays, are not kept by the Board of Religious Studies but by the centre where the student has taken the course.

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

Your personal data can only be accessible and transferred to the following;

  • relevant university/diocesan staff (where you are registered or transferred to)
  • the CCRS Registrar
  • the CCRS Administrator
  • the student (where relevant proof of identification is provided).

The Board of Religious Studies do not keep hard copies of any student personal data. All personal data is stored electronically on our secure IT network whose servers are located within the EU. Files with personal data including registration databases and certificates are all password protected files on a secure network.

What rights do I have regarding my personal data?

  • You have the right to correct or update your personal data at any time.
  • You have the right to object to the processing of your personal data.
  • You have the right to restrict the processing of your data or to have your personal data erased.
  • You have the right to see the personal data we hold about you.
  • 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. Note, if you are transferring centres this is done from centre to centre not via the Board of Religious Studies
  • To exercise any of the above rights you should contact the data controller who is Rebekah Hayward and who can be contacted at ccrs@catholiceducation.org.uk
  • You have the right to complain to the Information Commissioners Office (at ico.org.uk) if you are unhappy about out processing of your personal data.

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 a secure location  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/

The Department for Education (DfE) is the data controller for the information it holds about the students on the Undergraduate opt-in programme described below. Newman University includes this privacy notices provided by the DfE in its suite of privacy notices in order to enable its students to be well-informed but Newman University is not responsible for the data processing described below:

The UG opt-in QTS programme is one of a number of initiatives being funded by the Department for Education (DfE) to help improve the recruitment and retention of teachers and the DfE are undertaking an evaluation of those programmes.

How the DfE we will use your information

The programme you are applying for is part-funded by the DfE. The DfE intends to evaluate the programme and the potential benefits to those who participate in it, as well as the wider education sector. In order to evaluate the programme, we will collect some personal data from you, which we will transfer to the DfE. This is in order that we (and/or the DfE) can:

(a) Understand who is participating in the programme; (b) Link the information we collect with other information about you which the DfE already holds or to which it is lawfully permitted access. This is to identify (for example) how many people go on to be employed as teachers after the programme, without having to contact you repeatedly; (c) Follow up with you directly to take part in further research related to your training. Please be aware that, if contacted, you are under no obligation to take part in further research.

The DfE will only use your data for the purposes of research and evaluation. DfE’s use of the information will have no influence on the outcome of your application and/or your participation in the programme. The findings will not identify you or any other applicants. The nature of your personal data we will be using The categories of your personal data that we will be using for this project are listed below.

Personal information such as:

  • contact details (including name, home postcode, email address and telephone number)
  • date of birth
  • A-level subjects and grades
  • undergraduate degree details (including institution of study)

    Special category data such as:

  • demographic information (such as gender, nationality and ethnicity)

Why our use of your personal data is lawful

In order for our use of your personal data to be lawful, we need to meet conditions in the data protection legislation. For the purpose of this project, the relevant condition(s) that we are meeting are Schedule 2 (5)(c) of the Data Protection Act: that the processing is necessary for the exercise of a function of the Secretary of State of the Department.

Who we will make your personal data available to

We sometimes need to make personal data available to other organisations. These might include contracted partners (who we have employed to process your personal data on our behalf) and/or other organisations (with whom we need to share your personal data for specific purposes). Where we need to share your personal data with others, we ensure that this sharing complies with data protection legislation.

For the purpose of this project, we need to share your personal data with a research contractor who the DfE have commissioned to undertake part of the evaluation activity on behalf of the Department. They will use the data as a sampling frame to contact individuals to take part in interviews or surveys, to evaluate the programme. They may also link the answers from these surveys/interviews to other information within the data, such as subject taught (where applicable).

How long we will keep your personal data

We will only keep your personal data for as long as we need it for the purpose(s) of this piece of work, after which point it will be securely destroyed. Please note that, under section 33 of the Data Protection Act, and in compliance with the relevant conditions, we can lawfully keep personal data processed purely for research purposes indefinitely.

Your data protection rights

You have the right:

  • to ask us for access to information about you that we hold
  • to have your personal data rectified, if it is inaccurate or incomplete
  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing
  • to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
  • to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
  • not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you.

    If you need to contact the DfE regarding any of the above, please do so via the DfE website.

    Further information about your data protection rights appears on the Information Commissioner’s website at: https://ico.org.uk/for-organisations/guide-to-data-protection/principle-6-rights/.

    Withdrawal of consent and the right to lodge a complaint If we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your made, or you are unhappy with our use of your personal data, please let us know by contacting STEM.evaluation@education.gsi.gov.uk or https://www.gov.uk/contact-dfe and state the name of this project.

    Alternatively, you have the right to raise any concerns with the Information Commissioner’s Office (ICO) via their website at https://ico.org.uk/concerns/.

    This privacy notice information was last updated in May 2018.

Each year when you enrol you provide the University with personal data about yourself. This is shared with the staff who need access to it to enable your programme to run well. Sometimes you may be asked for additional personal data by an area of the University that needs it for a specific purpose.  This notice explains the use of personal data collected during the Disciplinary process.

What type of personal data is collected?

If you are investigated under the Student Disciplinary Procedures, you may choose to share some personal data or special category personal data as part of your response to the allegation or as part of an appeal against the outcome of the investigation.  The University may take that personal information into account when dealing with your case on the legal basis of ‘public task’, which means it is part of the role of the University.  Special category personal data 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 the University taking into account any sensitive personal data is the person’s consent. Our correspondence with you states that it is your choice if you share any sensitive personal data and if you do so you are consenting for the University to use it purely for the purpose of the Student Disciplinary investigation or any related appeal. The University will treat your personal data very carefully as outlined below.

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

We will use your personal data as part of the investigation. We keep your student disciplinary file (disciplinary allegation, 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, allegation, list of correspondence, decision and outcome) about the investigation are kept on the Disciplinary 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 the Student Disciplinary Procedures such as the relevant Faculty Administrators, Heads of Department, Dean, Disciplinary Panel, Deputy Registrar, Registrar, Deputy Vice-Chancellor and Vice-Chancellor, and also your Personal Tutor / Academic and Professional Tutor. A record of the disciplinary outcome is kept in your student record which is accessible by relevant Registry staff. 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. We do not share the personal data you have provided as part of the Student Disciplinary with any other organisations outside of Newman University unless a) we believe we are compelled to by law b) we believe someone’s life is in danger and c) we believe it is appropriate to share it with the police authorities or social services.

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 Student Disciplinary 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 Student Disciplinary investigation is completed, we will not be able to take that particular information into consideration. To do any of those things please email dpo@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 wherever possible.

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/

What type of personal data is collected?

When you enter the Newman Enterprise (Drinks Mat) Challenge you provide us with the following personal information: name, email address and mobile phone number. The legal basis for using this personal information is ‘legitimate interests’ (which means we need to process the personal information to fulfil our objectives, we believe it will not adversely affect you and we think you would expect it).

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

We will use your personal information to run the Newman Enterprise Challenge which includes contacting you about your entry, informing you about the outcome, inviting you, if applicable, to the Enterprise Challenge workshop and sending you related enterprise and employability provision and support following on from the Challenge. We keep your personal information for three calendar years. When this time has been reached, the personal information is securely destroyed.

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 running the Challenge and providing the Enterprise and Employability provision and support at the University. Hard copies of personal information are kept in secure 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 for these purposes with any other organisations outside of Newman University unless we believe someone’s life is in danger or we believe we are compelled to by law.

What rights do I have regarding my personal data?

You have the right to check, correct or update your personal data at any time. Please contact enterprise@newman.ac.uk to do this. You may have the right to have your personal information deleted, the right to restrict processing  and the right to object. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk  Bear in mind that if you ask to have your personal data deleted before the Newman Enterprise Challenge has been completed then your entry will need to be withdrawn from the challenge as the organisers will not be able to contact you about your entry.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

Each year when you enrol you provide the University with personal data about yourselves. This is shared with the staff who need access to it to enable your programme to run well. Sometimes you may be asked for additional personal data by an area of the University who need it for a specific purpose.  This notice explains the use of personal data collected by the Faculty of Education for ITE students.

What type of personal data is collected, why and what is the legal basis?

Personal data Purpose Legal Basis Term time address Allocation of School Placement Legitimate interests Family / Friends connection to schools Allocation of School Placement Legitimate interests Religion Allocation of School Placement Legitimate interests Contact details pre and post course contact Legitimate interests NQT employment details Required for Ofsted Legitimate interests See ITT Training Bursary or ITT Training Scholarship Award Required for ITT bursary funding For performance of contract

Your personal data is collected using the legal basis of ‘legitimate interests’ which 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’s a limited privacy impact on you as the individual, we think you would reasonably expect us to use the personal data in the way that we wish to and we do not want to send you disruptive consent requests when we think you are unlikely to object to the processing. Any special category personal data (which includes health data, biometric data, race, ethnic origin, religion, sexual orientation and trade union membership) is collected using the legal basis of your consent.

How long do you store 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. For example, information gathered for a trip would be deleted very soon after the trip had been completed whereas information we need to make reasonable adjustments for a disability would be kept for the length of your time at University and a short time afterwards.  If you would like to know how long we keep a specific piece of personal data please contact the area of the University who collected the information e.g. Registry Operations / your Faculty / Student Support etc. or email dpo@newman.ac.uk 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.

Will we share your personal data with anyone?

Personal data that you provide to Newman University will be shared internally with the staff who need it in order to make your student experience possible.

The only elements of your personal data shared outside of Newman University is as follows:

Organisation it is shared with Personal Data Purpose of the sharing of data School Placement Name, contact details, confirmation that they have cleared the safeguarding (DBS) procedure. A disability if you have given consent for the university to share this information with them. Allocation of School Placements and associated administration Ofsted Name, date of birth, gender*, race*, ethnic origin*, academic progression, employment information. NQT employment details

*if provided by data subject Legal obligation to Ofsted for evaluating the University’s ITE provision. (This row only applies to students on undergraduate opt-in QTS programmes) Department for Education •   contact details (including name, home postcode, email address and telephone number)

•   date of birth

•   A-level subjects and grades

•   undergraduate degree details (including institution of study)

Special category data such as:

•   demographic information (such as gender, nationality and ethnicity) Legal obligation for Department of Education’s research into the effectiveness of the programme Schools or organisations who you have applied to and who request a first appointment reference about you Name, course, academic progress To provide a reference about you. Department for Education Name, personal email address Legal obligation to Department for Education to enable contact for surveys Third party organisations who print and post personalised communications to you on our behalf or who text or email you about events you have signed up to (including ITE interviews). Name, relevant contact details.

i.e. for post – postal address

for email – email address

for text – mobile phone number Legitimate interests

We may disclose your personal data where we believe we 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, in fact we would love you to do so. 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 email registry@newman.ac.uk or go to the Registry office to speak to one of the Registry operations team.

You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

What type of personal data is collected?

When you enrol at Newman University for a degree or for an exchange you provide us with personal information including: your name, student ID, contact details, emergency contact details, date of birth, passport details, arrival and departure dates and grades / results from your home institution. The legal basis for using this personal information is ‘contract’, ‘legitimate interests’ and ‘consent’. 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.

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

We will use your personal information to enable you to complete your semester abroad either you are going abroad or coming to Birmingham. The Go Abroad Office keeps your personal information for 5 years. When this time has been reached, the personal information is securely destroyed.

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

Your personal data will only be accessible to the Student Support Department, Registry, Estates, Accommodation, Head of Subjects, Head of Departments, Finance, Executive Deans and Catering. 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.

We share the personal data with the British Council and the European Commission for legal and contractual obligations. In addition to the circumstances stated above we will share your personal information if we believe someone’s life is in danger or 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 that it is not possible to update via MyNewman, please come to the Registry office to speak to one of the administrators. For personal information you have provided us consent to use, you have the right to withdraw your consent at any time.

You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk  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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT. Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us. 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/

 

 

 

What type of personal data is collected for graduation?

When you confirm your plans for graduation we ask you to check the following personal information: name, contact details and programme details. This enables us to check your student record is accurate and make any updates needed. The legal basis for using this personal information is ‘public task’ as organising graduation is a core task of the university, which is a public body. For anything that it is not possible to update via the Graduation Confirmation task, please come to the Registry office to speak to one of the administrators or email registry@newman.ac.uk.

If the graduation is at a venue:

  • The University also takes photos and video footage of graduands / graduates and the graduation audience. The legal basis for this is ‘legitimate interests’. Please read our Privacy Notice for Photography and Filmingfor more information.
  • Your photograph will be taken whilst you cross the stage by the ceremony photographers, Ede & Ravenscroft. If you wish to have this photograph deleted and not used please contact Ede & Ravenscroft

If the graduation is online:

  • The event is recorded.
  • You have the option of contributing an image / video or yourself to be included in the event.
  • Stills (e.g. screenshots) and moving excerpts of the graduation may be made and use by the Marketing team. The legal basis for this is ‘legitimate interests’. Please read our Privacy Notice for Photography and Filmingfor more information.

Appropriate photographs and films of these in-venue or online events may be used to promote the activities of the University and these may appear in any of our promotional materials, in printed or electronic format, including web sites, multimedia productions, course leaflets or prospectuses. Photographs, films and recordings of the in-venue or online event may also be stored indefinitely as part of the University archive to have a record of the University’s history. Visual images will be used and retained strictly in accordance with the UK data protection laws and the University’s records retention schedules.

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

For graduations in a venue, we will use your personal information to enable you to request to attend, graduate in absentia which includes receiving your award (either in person or by post) or defer. For online graduations we will use personal information to enable you to request to join the online graduation, opt out of the online graduation or defer. We keep your personal information for University records, which 10 years after Graduation will only include your name, student number, date of birth and academic record (i.e. results gained and award confirmed).  We keep address details for any certificates posted out, in order to audit track these official documents.  When this time has been reached, the personal information is securely destroyed. Graduation photographs will be permanently deleted when no longer useful for archiving or marketing purposes.

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

At the University your personal data will only be accessible to relevant staff.  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.

We share the personal data with Reach plc (if the graduation is at a venue) for news publicity and Campus Clothing, for merchandise materials unless you indicate on the online graduation task that you wish to opt out of this. Names of graduands are recorded in the graduation brochure. If you attend an online graduation your personal data will be stored on the online facility (such as StageClip) and any recording of this graduation. The legal basis for this is ‘public task’ as graduation is a core task of the university, which is a public body. In addition to the circumstances stated above we will share your personal information if we believe someone’s life is in danger or we believe we are compelled to by law.

Photographs may be shared with printing companies, solely for the purpose of printing marketing material and with publicity companies for marketing purposes.

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 that it is not possible to update via MyNewman, please come to the Registry office to speak to one of the administrators. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk  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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT. Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However no ‘automated individual decision-making and profiling’ is carried out regarding graduation so these rights are not relevant in this context. 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/

This privacy notice is for people who apply for an ITT Training Bursary or ITT Training Scholarship Award. We collect personal data you provide to us in your application form when you apply for an ITT Training Bursary or Scholarship award.

Who is collecting the data?

Newman University, Genners Lane, Bartley Green, Birmingham, B32 3NT

The categories of information that we process include:

 This includes:

• Personal identifiers and contacts (including name, contact details date of birth and address) • Characteristics (including gender) • Information relating to your education and career (including Career status, Degree subject, Degree class and University) • Information relating to your Scholarship (including correspondence from the relevant Professional Body) • Payment information (including bank account details) • Relevant information required to enable us to assess your eligibility against the criteria stated in the relevant funding manuals.

Purpose of the processing and legal basis for the processing:

We collect and use your information to process your ITT Training Bursary or Scholarship award application and administer the scheme. Such processing is necessary to take steps at your request prior to confirming any award and entering into a payment arrangement with you.

We will share your personal data with The Department of Education (“DfE”) who may retain and use your information for the purposes of monitoring and assuring the ITT Training Bursary funding provided. The legal basis for the DfE processing this data is that such processing is necessary for the Department to perform a task in the public interest pursuant to Section 14 of the Education Act 2002.

Who we share your information with:

We will share the following information with the Department for Education (“DfE”) who is a joint controller of that data, with respect to their monitoring and assurance processes: • Identification, e.g. driving licence or passport • ITT subject, e.g. registration form or offer letter • Withdrawal, e.g. withdrawal form, email correspondence or SLC change of circumstances form • Degree classification, e.g. degree certificate or transcript • Scholarship, e.g. copy of award correspondence from Professional Body • Payments, e.g. transaction report or bank statements • Completion, e.g. final course assessment or ratified board minutes. This list is not exhaustive, and all evidence must be identifiable against the relevant trainee. The Department also reserve the right to ask for explanations of any variances while reviewing the submitted data and documents.

DfE’s Data Protection Officer can be contacted as follows: Emma.Wharram@education.gov.uk Department for Education, Rivergate, Bristol BS1 6ED

When we share your data with DfE this is in keeping with a data sharing agreement between the two organisations. Under that agreement we are the point of contact for any queries or requests you have in respect of your personal data. The agreement sets out the purposes for which we and DfE may process and share your personal data (such purposes being as notified to you in this notice) and our agreement to cooperate to protect your personal data and deal with any requests you may have.

Retention period:

Your personal data may be kept by us for up to seven years and by DfE for seven years as retention and progression are of prime interest to DfE. We or DfE may need to keep your personal information for a longer period if there is sufficient cause . We or DfE will put in place necessary measures to safeguard this information.

International transfers:

The data you provide will not be transferred outside the European Economic Area.

Your rights:

Under data protection legislation, individuals have the right to request access to information about them that we hold. To make a request for your personal information, contact:

dpo@newman.ac.uk or Data Protection Officer, Newman University, Bartley Green, Birmingham, B32 2RJ

You also have the right to:

• object to processing of personal data that is likely to cause, or is causing, damage or distress • prevent processing for the purpose of direct marketing • object to decisions being taken by automated means • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and • a right to seek redress, either through the ICO, or through the courts

Complaints:

If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance using the contact details above or directly to the Information Commissioner’s Office at www.ico.org.uk/concerns/ 

 

What type of personal data is collected?

When you apply for Mitigating Circumstances you provide us with your name, student number, programme and reasons you are applying for Mitigating Circumstances. We know that the reasons you are applying for Mitigating Circumstances might be very sensitive and we will treat that information particularly carefully. By 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 personal data is your consent which you provide when you make your application. You might also include that you wish for your personal details to be shared with the member of staff administering the Digital Learning and Support Grant system. The legal basis for processing this personal data is your consent which you provide on the application form.

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

We will use your personal data to help the Mitigating Circumstances Board consider whether or not to grant you Mitigating Circumstances. We keep a record of your Mitigating Circumstances application and outcome for 10 years from when you apply as we need to keep it for the duration of your studies. The maximum ‘duration of registration’ for undergraduate programmes is 6 years, with students additionally having the opportunity to suspend and return. When this time has been reached, the personal information is securely destroyed.

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

Your personal information will be accessible to relevant people such as the Mitigating Circumstances Board, Mitigating Circumstances administrators, electronic workflow systems administrators and those involved in any appeal about the Mitigating Circumstances Board decision.  If you state that you are pregnant, this information will be passed to your Programme Leader so that they can they can complete a pregnancy support plan with you, which is a Health and Safety legal requirement. The electronic workflow systems administrators would only see the personal information if there was a fault in the system and they are requested to resolve it. The personal information may also be shared with staff involved in any Mitigating Circumstance application you may submit.

If the Digital Learning and Support Grant is open for applications and in your Mitigating Circumstances application you agree to the sharing of your personal data, your details may be passed to the team who administer the grants. Only your student number will be shared, the grant administrator will not see any details of your Mitigating Circumstances application. Please note that any referral made is not a guarantee of a grant offer.

Your personal data is stored on our secure IT network whose servers are located within the UK. Hard copies of personal information are kept in a secure location. We do not share your personal data with any other organisations outside of Newman University unless we believe someone’s life is in danger or 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 that it is not possible to update via MyNewman, please come to the Registry office to speak to one of the administrators. For personal information you have provided us consent to use, you have the right to withdraw your consent at any time. However, if you choose to do that before your application is considered, the Mitigating Circumstances Board may not be able to consider your application. To withdraw consent please email assessments@newman.ac.uk

You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

What type of personal data is collected?

When you apply for assistance from the Newman University Support Fund you provide us with the following personal information: your student ID, your name, gender, date of birth, age and correspondence address, telephone number and email address as well as details about your personal status, accommodation, university programme, the name and date of birth of any dependents, any disability you choose to disclose, your bank / building society details, your income and expenditure, why you would like financial support, your national status and documents to support that information. The legal basis for using this personal information is consent. This means that it is your choice whether to provide the information, however please bear in mind that without the information we will either not be able to process your application (for example, if you did not provide your ID information) or will be able to process your application but may be less likely to grant the request (for example, if you did not explain why you feel you need financial support).

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

We will use your personal information to process your application and as a record of the application and whether or not the request was granted. We keep your personal information for a maximum of six years.  When this time has been reached, the personal information is securely destroyed. Additionally, anonymised records may be kept of applications for statistical monitoring but no personal data which could be used to identify you will be included in these records.

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

Your personal data will only be accessible to staff involved in the process of administrating the Newman Support Fund. 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. We do not share the personal data you have provided for these purposes with any other organisations outside of Newman University unless we believe someone’s life is in danger or 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 email finance@newman.ac.uk to do this. If your address or any contact details have changed please also update your details on MyNewman as it is important the University has correct details for you. For personal information you have provided us consent to use, you have the right to withdraw your consent at any time and can do so by emailing finance@newman.ac.uk. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT. Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us. 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/

Why are some teaching sessions recorded?

In order to improve student experience of teaching sessions being delivered online, Newman University might record the online teaching session and post it to the lecture capture portal (Panopto). Tutors sometimes put links to that Panopto page on the relevant page of the virtual learning environment (Moodle). The recorded is made and posted up to enable absent students to access the teaching session, students who attended to re-visit the session and tutors to reflect on the teaching session and plan future teaching sessions accordingly. Depending on how the teaching session is delivered this may include the recording of audio or video of the tutors and / or students. Occasionally short excerpts of recordings may be used within the University to demonstrate good technological / pedagogical practice.

How do I know if the teaching session is being recorded?

If you are being taught on campus you will know if the teaching session is being recorded by the University as the green light in the classroom will be lit up. If the green light is on a recording is taking place. If the green light is off, the system is not recording the session. If the teaching session is happening online i.e. via Zoom you will know if it is being recorded as a red circle and the red text ‘Recording’  will show on your computer screen. If you have phoned into Zoom, instead of using the software, the Zoom-voice will state ‘This meeting is being recorded’.

Is the whole recording personal data?

No. Parts of that recording could count as personal data according to data protection laws. Personal data in recordings would include your name, images of you and any opinions you contribute and anything you say about yourself.

What is the lawful basis of processing personal data in the recorded lecture?

The lawful basis for processing this personal data is legitimate interests. 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. Tutors do not need to ask permission to record the lecture, either on campus or if being delivered online.

Can I opt out of having my personal data recorded?

If the teaching is happening in person and you do not want to be recorded you make sure you are not in view of the video camera and you could choose not to speak during that session or ask the tutor to edit out where you spoke. They will consider the reasonableness of this to achieve but are not obliged to do it.

If the teaching session is taking place online you could mute your microphone, turn off your webcam and / or choose not to use the in-Zoom chat function. We hope you don’t feel the need to avoid those things as your tutors and your fellow students value your contribution to the sessions but you are allowed to do so unless the session is being recorded for assessment purposes and your contribution is being assessed. You can choose what name to display in your Zoom account and therefore what shows on a Zoom call. We encourage the use of your real name, as this will help your tutors and fellow students to know who you are but you do not need to display your full name. Simply your first name, or first name and initial is recommended. If you are phoning into the Zoom teaching session, instead of using the Zoom software the name of your phone or phone number may show up in Zoom for the other participants to see. If you do not want this to show up then then one way to prevent it from happening is to use a code before you dial the Zoom number. From a mobile type #31# before manually typing the Zoom phone number (e.g. 020 8080 6591). If you are phoning from a landline, type 141 before the Zoom phone number.

How are the recordings stored and shared?

If, for example when teaching sessions are being delivered online, tutors are having to work on their own devices (e.g. laptop, tablet) the recordings will only be saved on those devices until it is technically possible for them to be uploaded to Panopto or transferred to the University network. Once they are on Panopto or the University network they are deleted from other devices. The recordings will be kept securely on the Newman server, which is in the EU. The recordings will stored and posted on the relevant virtual learning environment (Moodle) or Panopto page for the rest of the academic year plus  a maximum of nine academic years as this is the maximum period of student registration (i.e. the maximum time a student has in which to complete their programme of study). The recording is then permanently deleted. The recordings will be accessible to relevant staff and relevant students. Newman will not share the recordings with any other organisation unless required to by law. If the recordings are downloadable from the Moodle / Panopto page students must not download them, share them or edit them in anyway. They will remain on the University site for your access until the end of your studies so there is no need to download them.

The University may share the recordings with the police and other law enforcement agencies, for the prevention or detection of crime.

Newman University takes your privacy very seriously. Any information you disclose to Student Support Services either as an applicant or as an existing student will be handled sensitively and confidentially, in accordance with the Data Protection Act and the General Data Protection Regulation. We understand that any information you share is regarded as sensitive and private, it is therefore only accessible to those members of staff who are involved with providing you with support.

What records do we keep?

For administrative purposes Student Support Services records basic information such as name, course and contact details. During appointments with members of student support staff you may provide information of a personal or sensitive manner concerning for example, finances, disability, a mental health condition or personal difficulties. A record of the discussion may be kept on paper and or electronically to ensure that appropriate support and guidance is provided. Notes may record the key points or issues raised, the advice given and any further action to be taken. Paper records (student files) containing personal information are kept securely locked within the student support area, electronic files are stored securely on the computer system.

The lawful basis for having your personal information on record is ‘legitimate interests’ (for example we need your name and contact details in order to provide you with the service), ‘legal obligation’ (for example, some of the services such as Counselling have a professional obligation to keep case notes) and ‘consent’ for any sensitive information you share with us. Sensitive data is called special category data in data protection law. This is information about an individual’s: race; ethnic origin; politics; religion; trade union membership; genetics; biometrics (where used for ID purposes); health; sex life; or sexual orientation. Information relating to safeguarding is processed on the lawful basis of legitimate interest as it is in the University’s legitimate interest to ensure the safety of that student and of others.

How are these records used?

Your information will only be held and accessed by relevant Newman University staff  who need it to provide support for you or for the purpose of producing anonymised user statistics and reports.

We will only use your data for the purpose of providing:

  • Academic Development / Learning Support
  • Careers Advice
  • Dyslexia Support
  • Disability and mental health support
  • Counselling
  • Welfare support
  • Support for studying abroad
  • Monitoring, evaluating, auditing and developing our services – data will be anonymised
  • Responding to any complaints you make about our services.

Sharing information with others

Student support staff will only share sensitive personal information about you or your use of our services with Newman University staff outside of Student Support Services if it is relevant to provide you with appropriate support. We only share sensitive personal information about you with external agencies with your explicit consent, subject to the following exceptions:

  • If there are clear indications that you disclosed a serious intent to harm yourself or others
  • If you disclose an intent to commit a crime / act of terrorism
  • Disclosure of the abuse or neglect of a child
  • Where we feel we are compelled to by law

In the above circumstances your consent would not normally be required, however depending on the nature of the information disclosed, staff will normally attempt to notify you prior to the disclosure.

Student’s with specific learning difficulties, disabilities and mental health difficulties

Students with specific learning difficulties (SpLD), a mental health difficulty, disability or long-term health condition are legally entitled to have ‘reasonable adjustments’ (e.g. exam concessions, additional study support) made to facilitate their studies at University. The provision of ‘reasonable adjustments’ depends on the students providing evidence of their condition, SpLD, mental health difficulty or disability in order that the fairness and appropriateness of any reasonable adjustment can be demonstrated.

Information relevant to the provision of reasonable adjustments is only shared with relevant University staff providing academic and other services

How long are records kept?

The period for which records are retained before destruction is informed by current data protection legislation. Currently, all paper files and electronic records of current students using Student Support Services are kept for the duration of the student’s studies plus up to and no longer than 6 years.

What are your rights?

You have the right to correct or update your personal data (for example, contact details) at any time. Please use MyNewman to update your details. For any other personal information that you cannot update through MyNewman, please contact studentsupport@newman.ac.uk . You have a right to object to or restrict the processing of your personal information, to request erasure, to restrict the processing of your personal information as well as to data portability. For personal information you have provided consent for us to handle, you also have the right to withdraw consent at any time. Please email dpo@newman.ac.uk to do any of those things.

You have the right to see the personal data we hold about you, although there are some exceptions listed below:

  • Confidential references provided or received by the institution
  • Negotiations in dispute with individuals
  • Examination scripts
  • Correspondence with solicitors

Additionally, if an external medical professional or the police deem that the information is likely to cause significant harm, we may withhold that information.

The information you request may have redactions in it to protect personal information about other people. You can choose to specify that you would like to see the personal data held about you by specific services within Student Support Services. 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. Newman University is considered in law to be the data controller and takes the responsibilities of this very seriously.

If you have any concerns about the way in which your personal information has been handled please contact dpo@newman.ac.uk 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/

Privacy Notices for Staff
including University Council

Newman University needs to collect and process personal data relating to its job applicants and employees so that it can effectively administer and manage the employment relationship including the pre-contractual relationship. The University is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the University collect?

The University collects and processes a range of information about people who apply for jobs at Newman and those employed at Newman. This includes the following information:

  • Name, address and contact details, including personal email address and telephone number, date of birth and gender;
  • Terms and conditions of employment;
  • Details of qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the University;
  • Information about remuneration, including entitlement to benefits such as pensions;
  • Bank account and national insurance number details;
  • Information about marital status and emergency contacts;
  • Information about nationality and entitlement to work in the UK;
  • Information about criminal records (if applicable);
  • Psychometric / personality tests and analysis (if applicable);
  • Details of working patterns and attendance at work, including employee requests for flexible working;
  • Details of all periods of leave taken, including (but not limited to) holiday, sickness absence, unpaid leave and sabbaticals, maternity/paternity/adoption/shared parental leave, dependent leave, compassionate leave, and the reasons for the leave; and return to work forms and assessments
  • Details of any informal or formal disciplinary, grievance or complaints procedures in which employees have been involved, including any warnings issued and related correspondence;
  • Assessments of employee performance, including appraisals, performance reviews and ratings, probation reviews; performance improvement plans and related correspondence;
  • Information about medical or health conditions, including whether or not employees have a disability for which the University needs to make reasonable adjustments;
  • Information relating to employees’ health and safety at work;
  • Equal opportunities monitoring information including information about employees’ ethnic origin, sexual orientation, and religion or belief.
  • Digital footprint data made in the context of the use of computers and other electronic devices use for work purposes including the access of work software and systems and internet access. Further information available in the General Conditions of Use of Computer and Network Facilities, Information Security Policy and Bring Your Own Device (BYOD) Policy.
  • Personal data held in recordings (e.g. lecture capture) of teaching sessions or public seminars / talks given or attended e.g. visual image, name and any other personal data employees share in these sessions. Please read the topic specific Privacy Notice for Lecture Capture.
  • Exit interview / Exit questionnaire
  • For certain roles including membership of the University Council (i.e. trustees), Vice-Chancellor, Deputy Vice Chancellor, and senior management including, but not limited to, the Chief Financial Officer Newman University needs to carry out checks to confirm that the person is ‘fit and proper’ to be an accountable officer and charity trustee. This involves the processing of personal data.

The University may collect this information in a variety of ways. For example, data might be collected through application forms, CVs; obtained from passports or other identity documents such as driving licences; from forms completed by employees at the start of or during employment; from correspondence with employees; or through interviews, meetings or other assessments.

In some cases, the University may collect personal data about its employees from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law. Where necessary the University will seek information from third parties with the prior consent of the employee(s) in question.

Data will be stored in a range of different places, including employee personnel files, in the University’s HR management systems and in other IT systems (including the University’s email system).

Why does the University process personal data?

The University needs to process personal data to enter into an employment contract with its employees and to meet its obligations under employee employment contracts. For example, the University needs to process employee personal data to provide an employment contract, to pay an employee in accordance with their employment contract and to administer entitlements such as pension benefits.

In some cases, the University needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.

The University also has a legitimate interest in processing personal data before, during and after the end of the employment relationship.

Processing employee data allows the University to:

  • Run recruitment and promotion processes;
  • Maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;
  • Operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
  • Operate and keep a record, and where relevant casework, of employee performance and related processes; including but not limited to appraisal, career development, promotion or capability procedures. This includes planning continued professional development, planning for career development, succession planning and workforce management purposes;
  • Operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
  • Obtain occupational health advice, to ensure that the University complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensures that employees are receiving the pay or other benefits to which they are entitled;
  • Operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that the University complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
  • Ensure effective general HR and business administration;
  • Provide references on request for current or former employees; and
  • Respond to and defend against legal claims.
  • Fulfil its statutory reporting obligations, for example, the HESA Record.
  • Produce minutes of meetings for business purposes.
  • To make audio or video recordings of meetings, events and teaching sessions which employees may attend and participate in. The purposes include: minute taking, sharing the event with those invited but unable to attend, continued professional development, distance learning, 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 run the university account password reset facility (which sends a reset link to a personal email address stored in the system)
  • To analyse results of questionnaire data for a variety of purposes. The purpose will be stated when someone is given the option of responding to a questionnaire.
  • To carry out the core functions of the university including student recruitment, the administration of the student learning journey, learning, teaching and research.

Some special categories of personal data, such as information about health or medical conditions, are processed to carry out employment law obligations (such as those in relation to employees with disabilities) for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law or for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards of professional confidentiality. An employee may decide to disclose to the employer that they are a member of a trade union. The employment does not keep a register of this, however if an employee chooses to be accompanied by a trade union representative in a meeting relating to their employment this will be stated in any letters / minutes of the meeting as factual record of events. Where the University processes other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, this is for the purposes of equal opportunities monitoring. Data that the University uses for these purposes is anonymised or is collected with the express consent of employees, which can be withdrawn at any time. Employees are entirely free to decide whether to provide such data and there are no consequences of failing to do so.

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 may appear on the resulting images, and the resulting images may be published.

Your staff photo will be displayed:

  • on your staff ID card
  • on the University email system
  • on the staff directory (intranet and website)
  • in publications such as, but not limited to, Faculty newsletters, staff newsletters, University news articles and promotional / marketing publications which may be printed, circulated electronically or accessible on the intranet and internet.

IT Services maintain an Opt-Out List of staff who do not want their photo to be displayed on the University email system. Contact support@newman.ac.uk to opt-out.

IT Services maintain an Opt-Out List of staff who do not want their photo to be displayed on the staff directory on the website and in publications as mentioned above. Contact support@newman.ac.uk to opt-out. There is no option to opt-out of one but not the other as the staff directory is the means by which photos are accessed for use in such publications.

Relevant staff photos will be displayed as avatars on the virtual learning environments Moodle and Mahara. Staff are able to amend their own avatars.

Who has access to employee data?

Employee information may be shared internally to fulfill the purposes of the data processing (see ‘Why does the University process personal data?’), including but not limited to members of the HR team, Learning & Development, Health & Safety, Payroll, employee line managers, managers in the business area in which employees work, University Management and specific IT staff. The access is limited to where it is necessary for performance of their roles. In certain departments, such as Catering, personal phone numbers will be shared within the team in order to facilitate shift rotas or for other similar purposes. Staff will be made aware if they are in a department that does this.

The University shares employee data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service.

The University will also share your data if necessary with third parties that process data on its behalf, for example:

  • in connection with its statutory reporting obligations such as to the Higher Education Statistics Agency (HESA);
  • UKRI (for example as part of the REF)
  • UKVI (in circumstances where any employee requires visa sponsorship)
  • Public Health England, Public Health Birmingham and Birmingham City Council (usually this is anonymous statistics and personal data would only be shared if it was mandated and there was a lawful basis for it);
  • for the provision of benefits;
  • the provision of occupational health services;
  • for legal assistance;
  • for the investigation of grievances, disciplinaries or similar. This may include sharing personal data with external consultants;
  • for individual or team profile analysis;
  • the suppliers of IT systems such as, but not limited to, iTrent, Moodle, Mahara, SITS, SEAtS, WPM (e-store), the website and intranet including the electronic workflows; and
  • other services including but not limited to library system suppliers.

We must share the names, dates of birth and home addresses of University Council members with our chosen banking services provider to comply with anti-money laundering policies.

We also share your personal data if we believe someone’s life is in danger or we believe we are compelled to by law.

Additionally some departments have departmental staff contact lists of personal contact details in order to facilitate easier contact between staff for work-related purposes, e.g. for short-notice shift swaps etc. Staff are informed at local level if this is the case in their department. They should speak with their line manager if they do not want to provide this information or be part of the list.

How does the University protect your data?

The University takes the security of your data seriously. The University has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties, for example, the University Information Security Policy, Data Protection Policy, Bring Your Own Device Policy, and email procedures regarding data protection. Where the University engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical measures to ensure the security of data. Hard copies of personal information are kept in secure storage and personal data stored electronically is on our secure IT network whose servers are located within the EU.

For how long does the University keep data?

The University will hold employees personal data for the duration of their employment.  The period for which detailed employee data is held after the end of employment is six years, and limited employment data is retained indefinitely for historical purposes.

What happens if an employee does not provide personal data?

Employees have some obligations under their employment contract to provide the University with data. In particular, they are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. They may also have to provide the University with data in order to exercise their statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that employees are unable to exercise their statutory rights.

Certain information, such as contact details,  right to work in the UK and payment details, have to be provided to enable the University to enter a contract of employment with an individual employee. If employees do not provide other information, this will hinder the University’s ability to administer the rights and obligations arising because of the employment relationship.

Automated decision-making

Employment decisions are not based solely on automated decision-making.

Employee rights

As a data subject, individual employees have a number of rights. They can:

  • Access and obtain a copy of their data on request;
  • Require the University to change incorrect or incomplete data;
  • Require the University to delete or stop processing their data, for example where the data is no longer necessary for the purposes of processing; and
  • Object to the processing of their data where the University is relying on its legitimate interests as the legal ground for processing;
  • Request the University provide a portable copy of the personal data they have provided about themselves for the performance of contract.

If you would like to exercise any of these rights, please contact the University Data Protection Officer using the following contact details:

By email: dpo@newman.ac.uk

By telephone: 0121 476 1181 ext. 2500

By post: Data Protection Officer, Newman University, Genners Lane, Bartley Green, Birmingham, B32 3NT

If you are not content with the how we handle your information we ask you to contact our Data Protection Officer to help you. However, you do also have the right to complain directly to the Information Commissioner at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Information about the Information Commissioner is available at: https://ico.org.uk/concerns/handling/

Changes to this privacy notice

This privacy notice may be updated from time to time so you may wish to check it each time you submit personal information to the University. We encourage you to check this privacy notice from time to time to ensure you understand how your data will be used and to see any minor updates. If material changes are made to the privacy notice, for example, how we would like to use your personal data, we will provide a more prominent notice (for example, email notification or correspondence of privacy notice changes).

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 extra information at end of 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/

In line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018) Newman University (Genners Lane, Birmingham, B32 3NT) is registered as a data controller.

At Newman University meetings are sometime recorded in order to enable minute takers to fulfil their task or to enable meeting participants (or non-attendees) to access a recording of a meeting. The following meetings should not be recorded:

  • meetings related to staff disciplinary or grievances
  • parts of assessment boards discussing individual students in an identifiable way
  • meetings with students (unless the students are attending in a specific role e.g. student course representative, Student Union representative, validation student panellist etc.)

Depending on how the meeting is held this may include the recording of audio or video of the attendees. Parts of that recording could count as personal data according to data protection laws. Personal data in recordings would include images of you (i.e. your webcam footage of you) and any opinions you contribute and anything you say about yourself.

This privacy notice is to tell you how that personal data is used and protected by Newman University. The lawful basis for processing this personal data is legitimate interests. 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. You will not be requested to give consent for the recording as that is not the lawful basis. If you do not want to be recorded you could mute your microphone, turn off your webcam or choose not to contribute.

The recordings will be kept securely on the Newman server, which is in the EU. The recordings will kept in an appropriate place such as a Z-drive / S-drive folder or on Moodle. This will depend on the purpose of the recording and who needs to have access to it. Once the need for the recording has been completed the recording will be deleted. The technical assistant (if applicable) and meeting administrator / minute taker need to delete the recordings but the Chair is also responsible for checking that this deletion is carried out in a timely way. Newman will not share the recordings with any other organisation unless required to by law. If you are given access to the recording, you must not make duplicates. You must not download any recordings to your personal device or a cloud storage facility.

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 Concerns about data handling

Privacy Notices for anyone using campus
facilities and people such as suppliers,
professional contacts, research participants etc.

What type of personal data is collected?

When you attend an event such as a Learning Day / Evening, Open Day / Evening, university experience event you may provide us with the following personal information: name, school, postcode, course interests, photography consent. The legal basis for using this personal information is legal obligation where we require it for Health and Safety purposes and legitimate interests where we are using it for statistical purposes to track what events an attendee comes to and whether they apply to or enrol on a course at Newman University.

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

We will use your personal information in the event of an emergency and to track what events an attendee comes to and whether they apply to or enrol on a course at Newman University.  We store your personal data for up to 5 academic years after you made your most recent enquiry / booking. After this time your personal data is securely destroyed or, in the case of tracking engagement, your personal identifying factors are removed and we then use the information to monitor and plan our overall marketing strategies.

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. 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.

We do not share the personal data you have provided for these purposes with any other organisations outside of Newman University unless we believe someone’s life is in danger or we believe we are compelled to by law.

What rights do I have regarding my personal data?

You have the right to correct your personal data at any time. Please contact marketing@newman.ac.uk to do this. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

What type of personal data is collected?

Personal data that is collected during the process of a Complaint is processed using the lawful basis of ‘legitimate interests’ as it is in our and your legitimate interests that we have that personal data so that we can investigate and resolve the complaint. The personal data that is processed during a Complaint is varied, depending on each complaint and can be wide ranging. It will almost certainly include the name and contact details of the complainant, the person/s who are the subject of the complaint as well as those of any witnesses or people who provide supporting statements. Individuals might choose to include information called ‘special category personal data’ under data protection law. This includes information about 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 explicit consent which is provided by the data subject when they choose to include special category data as part of a Complaint process.

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 the complaints file (complaints form, correspondence, additional documentation, evidence, minutes, decision and outcome) until 15 months after we have sent the complainant a Completion of Procedures Letter or, in the case where the complainant responds or submits a related complaint, 15 months after the final correspondence relating to the case. We will keep the Complaint file for longer if the complaint is against a member of staff. Such a complaint could be held for up to the current year and 6 further years after the end of employment. After this the case file is securely destroyed. Basic facts (name, date of complaint, list of correspondence, decision and outcome) about the investigation are kept on the Complaints Register for 5 years for auditing and reference purposes or in the case of it being against a member of staff, could be kept for up to the current year and 6 further years after the end of employment.

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

Personal data processed during a Complaint will only be accessible to relevant staff involved in considering Complaints and any related Appeal, for example, relevant administrators, the Complaints Panel and the Directorate including the Policy & Governance Coordinator, relevant Senior Executive Assistants, Deputy Registrar, Registrar and Vice-Chancellor. A record of a Complaint against a member of staff may also be held in HR Records, with access limited to relevant staff. 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. 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 either of these 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/

Being a student, staff member or visitor to campus you might use services (for example the NHS Test and Trace app or a COVID-19 testing facility) that do not provide personal data to Newman University but do provide personal data to external organisations, Therefore you might be interested in the following external links: Coronavirus (COVID-19) Testing Privacy Information, NHS COVID-19 app: Privacy Notice.

The Privacy Notice below is meant to help you understand what personal data we collect about people who report that they have COVID-19 symptoms or test results, book in for an asymptomatic test as part of the on-site testing programme, request a test kit is posted to you, or book a library study space. This Privacy Notice explains also why we collect the personal data, what we do with it, how we keep it safe, and your individual rights over it.

Who are we?

Newman University (Genners Lane, Birmingham, B32 3NT) is registered as a data controller with the Information Commissioner 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?

If you inform the university that you have symptoms of Covid-19 or have received a test result for Covid-19 you may provide us with your name, phone number, email address, date of symptoms or test result and, if you are a student, you may additionally provide your student number, home address and programme.

If you book to have a COVID-19 test as part of the asymptomatic testing programme provided by the University (for example to enable students to travel home safely for Christmas, use campus facilities, stay in university owned accommodation, go on placement or for staff to visit students on placement) you will provide your name, contact details and if relevant, your university accommodation address. This is to run the booking process effectively and so that the University can monitor the engagement of students and staff with the testing programme.

If you request a Covid-19 test be posted to you, you provide your name, date of birth, programme of study, and your chosen postal address for the test to be sent to you.

If you book a Library study space then your name, contact details and date/time of booking will be stored for 21 days to assist with the NHS Test and Trace programme.

If you attend an event at the University and do not use the NHS Covid app to scan the Test and Trace QR barcode, you will be required to provide your written details for the NHS Test and Trace programme. This is your name, a contact detail (phone number or email address) and the date / time of your attendance. This will be stored for 21 days and only shared with the NHS Test and Trace programme is they require it. After 21 days Newman University will permanently delete personal data held for Test and Trace purposes.

The legal basis for using the personal information as described above (with the exception of health information such as symptoms or a positive test result) is ‘public interest’ as the University is processing this personal information because it is necessary for the performance of a task carried out in the public interest in accordance with Article 6 1 (e) of the UK General Data Protection Regulation (UK GDPR).  Where the personal data consists of special category information, such as medical information (e.g. your test result itself or symptoms), the additional lawful bases for this data processing are to protect the public interest in the area of public health, for preventive and occupational medical purposes and to meet employers’ duties of care.

*This service was offered to Faculty of Education students during the Christmas / New Year holiday 2020/21 before they returned to go on placement and to halls of residence students before their return to university accommodation.

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

The personal information will be used to support the university’s Covid-19 response in protecting people from the virus and as part of the national and regional monitoring and response systems.

The length of time that we store personal data (called a retention period) is directly link to its purpose and how long it is needed. This retention period is under constant review as the national and regional reporting requirements are continually evolving and it is not yet fully known how long the personal data will be needed for. Unless otherwise specified in this privacy notice, the retention period is currently set at a maximum of 12 months from when the personal data was collected. If this retention period needs to be changed, it will be updated in this privacy notice. After that time, we will destroy or fully anonymise the data. If the data is fully anonymised it no longer counts as personal data and it may be used for statistical purposes, for example, to monitor the number of people using the online form, or to estimate the number of people using the listed venues on campus.

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. These could include the appropriate Faculty Office, the Estates Team (if you live in halls or have visited halls), the Health and Safety team, Human Resources, the Registrar’s First Response Team, and on a case-by-case basis limited academic staff and Student Support. Any hard copies are locked in storage and personal data stored electronically is stored securely within the EU. Organisations that we pass data onto include Public Health England (PHE), Public Health Birmingham and Birmingham City Council and NHS Test and Trace (for study space library bookings, if requested). Usually any Covid-19 data we share with external organisations is anonymous statistical data. We would only pass on this personal data if it is mandatory to do so and if there was a lawful basis for that sharing.

Other personal data that is shared is student names, student Newman email addresses, student dates of birth and student postcode. This is shared with limited third parties (such as a local GP practice and University Hospitals Birmingham NHS Foundation Trust) who are assisting with the vaccination programme to higher education students. The data will be used to enable those third parties to contact Newman University students to offer them vaccinations, facilitate the vaccination booking system and administration regarding a vaccination programme.

Information provided through Microsoft Forms is stored on Microsoft servers in the USA.

Otherwise the University will not share the personal data with any other organisation unless we believe someone’s life is in danger or we believe we are compelled to by law.

What rights do I have regarding my personal data?

You have the right to correct your personal data. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

What type of personal data is collected?

When you make a Data Subject Access Request (DSAR), or complaint related to a DSAR, you provide us with personal information including your name and contact details. The legal basis for using this personal information is ‘legal obligation’ as we have a legal obligation to process and respond to your DSAR or related 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 consent which you provide if you choose to include this information in your DSAR. We encourage you to only provide us with the minimum information we need in order to carry out your DSAR.

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

We will use your personal data to help respond to your DSAR or related complaint. We keep your DSAR file (your request, correspondence relating to your DSAR, the personal data (often referred to as an Appendix or Appendices) and any complaint or correspondence related to a DSAR complaint) for 3 years after the completion of your most recent DSAR. We keep your name and date of the DSAR (or any DSAR complaint) on the DSAR Register for 20 years for monitoring purposes.

No automatic decision making (including profiling) takes place in relation to DSARs. We do not transfer personal data held within a DSAR to an international organisation or a third country, unless the person submitting the DSAR lives in a third country and requests a postal copy of their personal data.

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, for example staff involved in responding to your DSAR, a DSAR related complaint or HR. 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 DSAR with any other organisations outside of Newman University unless we believe we are compelled to by law or we seek external assistance such as a consultant or legal advice.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time. You have the right to request the restriction of the processing of your personal data. If we are processing your personal data on the basis of your consent, you have the right to withdraw your consent at any time. However if you choose to do so before your DSAR or DSAR related complaint is considered, we will not be able to take that information into consideration. To do either of these things please email dpo@newman.ac.uk  You may have the right to data portability. This means that if you request it, and the right applies, 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. Where possible, we will provide it to you in a structured, commonly used and machine-readable format. By submitting a DSAR you are exercising your right to see the personal data we hold about you. To read more about your rights please go to the ICO website https://ico.org.uk/your-data-matters/

If you are not satisfied with the response to your DSAR, 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/

What type of personal data is collected?

When you carry out a transaction through the Newman Univeristy online store you create an account run by the online store provider WPM Education. WPM Education are the payment processors. You can read WPM Education’s privacy notice here www.wpmeducation.com/policies/privacy-policy/. Newman  University only receives the necessary personal data to carry out the transaction: name, payment amount, product purchased, card type and last four digits of card. The legal basis for using this personal information is contract (which means the processing is necessary for the performance of a contract with you or in order to take steps at your request to enter into a contract).

Any time we collect ‘special category personal data’ we will ask for your consent and will not collect or use the information if you do not provide consent. 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.

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

We will use your personal information to carry out the transaction i.e. be able to verify with the relevant department that payment has been received for the product you are purchasing. We keep your personal information provided for processing the payment for the current accounting year plus 6 years. We will keep special category data (e.g. disability or dietary requirements) until up to a month after the event to allow for an event review to have taken place where necessary. When this time has been reached, the personal information is securely destroyed.

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

Your personal data will only be accessible to relevant Finance Staff. 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. We do not share the personal data you have provided for these purposes with any other organisations outside of Newman University unless we believe someone’s life is in danger or 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. If you are unable to correct this within the online store, please contact the Finance Team for advice. For personal information you have provided us consent to use, you have the right to withdraw your consent at any time. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’ and withdrawing your consent. However Newman University does not carry out any ‘automated individual decision-making and profiling’ and the processing of personal data in the online store is on the legal basis of ‘for the performance of contract’ and not consent, therefore these rights are not relevant to your personal information collected by us in the online store.

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/

What type of personal data is collected?

When you sign up to an event you provide some personal information; typically your name, email address, phone number and possibly any accessibility requirements or dietary requirements. We use this information to facilitate your attendance and enjoyment of the event.

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

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

  • To reserve a place for you at the event(s) you wish to attend;
  • To provide you with information about the event(s) for which you have registered, that includes event updates, and possible changes, cancellation or similar information;
  • To provide you with information about accessibility, transportation, parking, etc. that may impact on your attendance to the event(s);
  • To fulfil and monitor our legal responsibilities, for example, under public safety legislation;
  • (with your consent) to communicate with you about other events, news, and opportunities at Newman University including opportunities to be involved in research;
  • (with your consent) to accommodate your accessibility requirements or dietary requirements.

The lawful basis for the above processes is legitimate interests unless it states that we need your consent. Legitimate interests means we need to process the personal information to fulfil our objectives, we believe it will not adversely affect you and we think you would expect it. We will only process your Special Category data (accessibility requirements or dietary requirements) on the lawful basis of:

  • your explicit consent
  • or if it is necessary: vital interests (for example, in a medical emergency);
  • or if it is necessary: for the establishment, exercise or defence of legal claims;

Your accessibility and dietary requirement information will be securely destroyed / deleted within a month of the event. If you were not asked when you signed up to the event, we may use your contact information to contact you to ask whether you would like to join a mailing list to receive invitations to similar events. Every three years we will review our contacts and ask you whether you would still like to be on the mailing list. In either situation, if we do not receive a response from you, or if we receive a negative response then your personal data will be securely destroyed / deleted.

If you are a visitor attending an event (as opposed to a member of staff or a student), please also read the Privacy Notice for Visitors. You may also wish to read the Privacy Notice for Photography / Filming as that takes place at some events.

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

Hard copies of personal data are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EU. Your personal data may be stored in a relevant database such as for inviting you to similar events if you have consented to this processing.

Your personal data will only be accessible to relevant University staff.

If you have provided personal data relating to accessibility needs or dietary requirements we will share this with relevant staff and, where relevant, an external catering service or an external venue.

If you receive an unwanted communication from us, please tell the person who contacted you or email dpo@newman.ac.uk. We will then act to remove you from our contacts or limit contact, depending on your wishes.

In addition to the circumstances stated above we will share your personal data if we believe someone’s life is in danger or we believe we are compelled to by law. We will never sell your details to a third party or transfer your data to countries outside the EEA.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time. Please get in touch with your main contact at the University to update your details. If you cannot contact them, please email dpo@newman.ac.uk to update your personal data. You may have the right to have your personal data deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal data collected by us.

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/

What type of personal data is collected?

When you make a Freedom of Information request you provide us with the following personal information:  name and contact details. The legal basis for using this personal information is ‘legal obligation’ which means we are carrying out a task to comply with a legal obligation.

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

We will use your personal information to respond to your Freedom of Information request. We keep your personal information for six years. When this time has been reached, the personal information is securely destroyed.

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

Your personal data will only be accessible to staff involved in responding to your Freedom of Information request.  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. We do not share the personal data you have provided for these purposes with any other organisations outside of Newman University unless we believe someone’s life is in danger or 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 the Freedom of Information email address (foi@newman.ac.uk) to provide your updated details. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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

My Career is the platform Newman University Careers Service uses to allow employers to post their opportunities and for students and graduates to search for opportunities. From this one place you can manage all aspects of your vacancies quickly and easily. You will be able to post, edit, reactivate and extend current and past vacancies. It is a free service to promote your opportunities directly with Newman University.

Registering your organisation provides many benefits. For example you will be able to:

  • Enhance your organisation’s profile and visibility at Newman University to employability staff and Newman University students and graduates.
  • Advertise suitable opportunities including graduate vacancies, work placements, part-time work, and volunteering via our online jobs board.
  • Register and attend relevant and suitable events.

In order to promote an opportunity to our students and graduates, you must sign up to and agree to the conditions of My Career. Please note Newman University reserves the right not to publish opportunities that do not fit in with our policies and ethos. For more information and to read our Employer Liaison Policy you can see what opportunities for employers  we provide.

You will have an Employer Profile where you can add your details and the organisation details.

Once registered and approved you can post your vacancy where you will be required to fill out information regarding the opportunity. Once you post the opportunity a member of the careers team will check to see it meets our guidelines and will approve your opportunity if appropriate. If we invite you to attend any events, clear instructions and further details will be given to you.

How do I access ‘My Career’ and what is in my Employer Profile?

Your registration request will be processed as soon as possible and you will receive an email once your registration has been approved with details on how to login and you will be able to post vacancies, which will be approved by the careers team if appropriate. You will be able to control your area and set preferences, edit your vacancy details and will be able to control how long you wish to post the vacancy for. If we invite you to events, you will be able to access information through your area.

Newman University Careers Service is the data controller and GTI is the data processor. This simply means that Newman University Careers Service determines the purpose and means of the processing of your personal data and GTI processes the data on behalf of Newman University Careers Service.

By using My Career you are agreeing to the careers service and wider employability team having access to your contact details. If appropriate we may also pass details on to relevant subject areas across the institution who may be able to offer you other ways to work with the institution to fulfil your needs. If you sign up to an event, we will give you further details. Students, graduates, careers staff and the wider employability team at Newman University will be able to access your organisation information.

Why is it being collected?

Our lawful basis for processing this data is legitimate interests. This means that it is in our interests as a University to ensure students receive high quality careers education, information, advice and guidance in order to enhance their employability during their studies and for 3 years after graduation. It is also in our interest to work efficiently and effectively to ensure employers receive a high quality service and can promote appropriate opportunities to our students and graduates. By processing the data it allows you to manage your vacancies/opportunities in one place, attend events and allows Newman University Careers Service to provide a high quality, interactive service. It also allows us to complete anonymised statistical reports, send you information you have requested, invite you to events and send you evaluations to continually improve the services on offer to you. We would also like you to let us know if you fill a vacancy/opportunity as a result of using our service.

How will it be used?

The careers team, wider employability team and relevant academic departments will have access to your details. Students, graduates and wider staff will have access to your organisation details only and any information you put in the vacancy/opportunity details. We use your data to:

  • Promote your organisation across the institution.
  • Enable you to keep an employer area to add, edit and monitor vacancies.
  • Produce statistical reports to monitor usage of the service and continually improve the services on offer to both employers and students/graduates.
  • Send information you have requested.
  • Send you evaluations/ask for feedback to continually improve the services on offer to employers, students and graduates.

Who will it be shared with?

We will never share your personal data with students or graduates, only the personal data you disclose on the vacancy opportunity which students and graduates can see. Your personal details will be shared within the careers team, wider employability team and relevant staff members (where appropriate to meet your vacancy needs).

How long will it be stored?

Once you have created an employer profile you will continue to be on our system as a contact until you remove your details, request them to be deleted or we deem it appropriate to remove you. You should do this by emailing: careers@newman.ac.uk  It is up to you to specify how long you keep your vacancies active. If you have not posted any opportunities for 3 years on our system, we will delete your contact details if appropriate.

What rights does my organisation have about its information on My Career?

You have the right to correct or update your personal data at any time, in fact we would love you to do so. You can update your details on your My Career area. You also have the right to restrict the processing of your data, to have your personal data erased or to object to your information being on My Career. You have the right to data portability. This means that if you request it, we will provide you with a copy of the information 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). To do any of these things please log into your My Career area or email careers@newman.ac.uk

You have the right to see what personal data we have about you. You can see your organisation’s information held by My Career by logging onto the My Career employer area. If you have any questions please contact careers@newman.ac.uk or you are also welcome to 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 and can find out more about this on their website https://ico.org.uk/concerns/handling/

Newman Health and Wellbeing Counselling and Psychotherapy Service is part of Newman University (Genners Lane, Birmingham, B32 3NT), who is registered as a data controller with the Information Commissioner. 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?

Contacts: If you are a contact of Newman Health and Wellbeing Counselling and Psychotherapy Service but not a client, please read the Privacy Notice for Professional Contacts.

Clients: When you attend counselling you provide us with your name, contact details and date of birth. The legal basis for using this personal information is ‘contract’ (which means the processing is necessary for the performance of a contract with you or in order to take steps at your request to enter into a contract). The content of the counselling and psychotherapy sessions is provided by you with your consent (which means you can choose whether or not to provide this information)]. Any time we collect ‘special category personal data’ we will ask for your consent and will not collect or use the information if you do not provide consent. This includes information about your health (including mental health), race, ethnic origin, religion, sexual orientation, sex life, trade union membership and bio-metrics.

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

We will use your personal information to write notes following the session and update you if there are changes to your appointment. We keep personal information of adult clients for four years from the end of the service provision. We keep personal information of clients who are young people until the client reaches 18. When this time has been reached, the personal information is securely destroyed.

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

Your personal data will only be accessible to staff and students working for Newman Health & Wellbeing Counselling & Psychotherapy Service. 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. We share the personal data with your GP, A&E, Mental Health Teams and safeguarding agencies if we have significant concerns about your or somebody else’s welfare. In addition to the circumstances stated above we will share your personal information if we believe someone’s life is in danger or 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 contact Newman Health and Wellbeing to update your details. For personal information you have provided us consent to use, you have the right to withdraw your consent at any time. The withdrawal of consent is not retrospectively applied.  

You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk  

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However the Newman Health and Wellbeing Counselling and Psychotherapy Service do not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

What type of personal data is collected?

The University may commission photography / filming on campus or at specific events, such as award ceremonies, careers fairs, celebratory events, trips 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.

Data protection laws state that images (in the context of this document that means photographs / films) of identifiable individuals count as personal data, however it is not always simple to decide whether an image contains personal data. There is no numerical definition of a crowd, therefore professional judgement is required. Where the photograph is of a crowd, this is unlikely to be personal data as the individuals will not be identifiable and therefore data protection laws are unlikely to apply.

For what purposes may the University take photos?

Newman University (Genners Lane, Birmingham, B32 3NT) is the data controller for photographs taken by the University for its core business use, or given to the University with permission for its core business use. Core business use includes supporting archiving, assessment, graduation, health and safety, identification checks, learning, marketing, professional development, research, security, student support and teaching.

What is the lawful basis for photography?

  • As recommended by the supervisory body, the ICO, Newman University is using the lawful basis of ‘legitimate interests’ for photographs including people, with the exception of photography / filming identification and security purposes, health and safety purposes and learning, teaching and assessment purposes which are carried out ‘for the performance of contract’ (i.e. the legal relationship between a student and the University, staff member and University or contractor and University). A further exception is where people will be named in the photography / filming. In this circumstance the lawful basis is ‘consent’. Photos / filming of visitors on aspirational / progression to H.E. events (e.g. students from schools or colleges) where we have received their consent. We ask for consent in these circumstances to ensure that the people understand they may be photographed.

Legitimate interests means we need to process the personal information to fulfil our objectives, we believe it will not adversely affect you and we think you would expect it. Where the lawful basis is legitimate interests or contract, people will not be asked for their consent. However, the University must make reasonable efforts to inform people that photography / filming is taking place. Notices (for example via email / Eventbrite / posters etc.) will be published to indicate that photography / filming is taking place. If the lawful basis is legitimate interests, people have the right not to appear in an identifiable way in photography / filming and can arrange for this by contacting the event organiser or the Data Protection Officer (dpo@newman.ac.uk). 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.

When you are to be named in the photography / filming or your name will be published along with the photography / filming, you will be asked to give your consent as the University is using the lawful basis of ‘consent’ for this kind of photography / filming.

Can I opt-out of being photographed or filmed?

You have the legal right to request to ‘opt-out’ of appearing in a photo / film if the lawful basis is legitimate interests. The University will consider your request but is not obligated to grant it. Examples of how to opt-out include:

  • reading signage to place yourself in a photography free zone (e.g. when photography is taking place in a lecture theatre).
  • choosing to stand out of shot. If the shot encompasses a wide area you may choose leave the whole area.
  • choosing not to attend the event.
  • asking the photographer not to include them.
  • the photographer asking you whether you are willing to be in a photo and asking you to step out of shot if you are not.
  • where relevant, wearing the offered indicator that you do not want to appear in photos (e.g. a coloured sticker or different lanyard). If the event venue is on campus, these will usually be available from Reception.
  • where relevant, speak to the trip leader about whether it will be possible not to appear in photos / filming.

Where the lawful basis is consent, if you do not give consent, you have the right not to appear at all in the photograph or filming.

Where the lawful basis is ‘for the performance of contract’, you do not have the right not to appear in the photography or filming. For example, all staff and students must have their photograph taken and displayed on their University ID card, CCTV footage films anyone who is in the area filmed by the cameras and where student assessments involve photography or filming, the student must appear in the photography or filming else the assessment will count as a non-submission which results in a fail mark. For photography for identification purposes or student assessment, clothing covers a person’s face or head, a place will be provided where the covering will be removed by that person, in the presence of a designated person, for confirmation of identity. The photography / filming can then proceed with the person wearing the clothing which covers their face or head.

How will the photographs / films  be used and how long is it kept?

Photography / filming will be used for the University’s core business use which include supporting assessment, graduation, learning, marketing, professional development, research, student support and teaching. The resulting images (photographs / films) may be published in print, electronically and on the internet / intranet, including on the Newman University social media accounts. It is possible for people to share posts from social media or save images from the Newman University social media accounts and re-use them.  We keep the photography / filming for as long as it is necessary and useful for the core business purposes. When this time has been reached, the original photography / filming is securely destroyed.

Who can access the photography / filming and will they share them with anyone?

Photography / filming for which the University is the data controller will be stored electronically on our secure IT network whose servers are located within the EU. Access will be limited to relevant staff. However the resulting images (photographs / films) may be published in print, electronically and on the internet / intranet.

What rights do I have regarding my personal data?

If the lawful basis is legitimate interests then you have the right to request to ‘opt-out’ of being photographed as explained above. This phrase is used to indicate that a photograph has not yet been taken / filming has not yet happened.  The University will consider your request but is not obligated to grant it. You also have the right to object that you have appeared in photography or filming. If you wish to object after the photograph has been taken but during the event, you should speak to the photographer and ask them to delete the photograph. The photographer should use their professional judgement as to whether to do this. If the photographer believes there is a compelling reason not to, they should discuss this with a senior staff member at the event, or if that is not possible then ask the person to contact the Data Protection Officer (dpo@newman.ac.uk). Additionally they could offer to take the person’s contact details (to only be used for this purpose and then deleted) so that the Data Protection Officer can contact them.

If someone objects after the photograph has been taken but before it has been used they should contact the Data Protection Officer (dpo@newman.ac.uk) who will liaise with the relevant staff to ensure that it all copies of the photograph are permanently deleted or consider whether it is possible to make edits to remove the person in question or render them unidentifiable in the images.

You may have the right to have your personal information deleted or the right to restrict processing. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. 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/

What type of personal data is collected?

We define a professional contact as a person who does not work for the University but in whose professional capacity has contact with the University or who has chosen to have contact with a professional at the University (for example someone who has attended an event and requested to join a mailing list to hear about future events or to be invited to find out more about participating in research). Non-exhaustive examples of professional contacts include staff at partnership schools, Further Education / Higher Education institutions, collaborative partners, local employers, special guests at Graduation, colleagues in the University sector, external panellists and referees for potential University employees.

We collect personal data in a variety of ways. For example, data is collected through telephone calls, emails, meetings, and from correspondence with you. The personal data we collect about contacts varies but is likely to include the following:

·       name of the relevant contact;

·       company address;

·       contact details, including email address and mobile and landline telephone numbers;

·       copies of email correspondence and hardcopy correspondence;

·       application form information

The lawful bases on which we rely in order to use the personal data which we collect about you for the purposes set out in this statement will be:

·       the processing is necessary for our legitimate interests

·       for the performance of contract or in order to take steps at your request to enter into a contract

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

We use your personal data to:

·   stay in contact with you ·       develop collaborative working stay in contact with you ·       invite you to events we consider relevant to you ·       share research opportunities ·       provide the opportunity for you to work with our students ·       process your application for a role, such as but not limited to, being a supervisor or mentor to students ·       include your name / role in minutes of meetings you have attended ·       fulfil health and safety regulations of events you attend ·       provide for your access or dietary requirements

Your contact details will be held securely by the relevant members of staff. We do not hold a central mailing list, so you will not receive generic email from the University. Instead you will only be contacted in circumstances where we believe you would wish to be contacted. We keep your personal data for as long as it is needed, which depends on each contact. When this time has been reached, the personal data is securely destroyed. If you have chosen to join a mailing list, we will contact you every three years to ask you whether you would still like to be on the mailing list. If we do not receive a response from you, or if we receive a negative response then your personal data will be securely destroyed / deleted. Before then you can also withdraw your consent or ask for your personal data to be deleted by contacting the person who contacted you or by contacting the Data Protection Officer (dpo@newman.ac.uk).

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

Hard copies of personal data are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EU. Your personal data may be stored in a relevant database such as for work-based learning careers or school partnership, school placement opportunities.

Your personal data will only be accessible to relevant University staff. We share your personal data if, after consideration, we believe it is everyone’s mutual interest to do so. i.e. if a member of our staff knows that you would like to be put in contact with someone from a particular area of the University sector. If you do not wish us to every share your personal data in this way, please make that known to your main contact here or email dpo@newman.ac.uk. Equally if you receive an unwanted communication from us, please tell the person who contacted you or email dpo@newman.ac.uk. We will then act to remove you from our contacts or limit contact, depending on your wishes.

In addition to the circumstances stated above we will share your personal data if we believe someone’s life is in danger or we believe we are compelled to by law. We will never sell your details to a third party or transfer your data to countries outside the EEA.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time. Please get in touch with your main contact at the University to update your details. If you cannot contact them, please email dpo@newman.ac.uk to update your personal data. You may have the right to have your personal data deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk  

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal data collected by us.

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/

 

This Privacy Notice is for those who provide their name and contact details so they can be invited to participate in further research, receive information about the publication of the research, or if it is indicated in the research, the chance to gain a reward as a thank you for their participation.

Who are we?

For research carried out on behalf of Newman University (Genners Lane, Birmingham, B32 3NT), Newman University is the data controller.

What type of personal data is collected?

You might provide us with your name and contact details e.g. phone number(s), email address and / or postal address. The legal basis for using this personal information is ‘public task’ as carrying out research is one of the core functions of a university as a public body.

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

We may use your personal information to invite you to contribute to further relevant research (for example, focus groups), to contact you with information including the publication of the research, or if it is indicated in the research, to administrate a reward system. We keep your personal information only for as long as it is necessary to complete these purposes, which will vary depending on the situation. When this time has been reached, the personal information is securely destroyed. Your personal data will not be used for any automatic decision making or profiling.

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

Your personal data will only be accessible to the relevant researchers. Hard copies of personal information are kept in a secure location and personal data stored electronically is held securely on servers in the EU or, if the storing organisation is part of the EU-US Privacy Shield, in the USA.

Your personal information will not be shared with anyone else unless we believe someone’s life is in danger or 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. If you wish to update or correct any of your personal data please contact the researcher. If you cannot contact them please email the Data Protection Officer (dpo@newman.ac.uk). You have the right to receive a copy of your personal data. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things, or if you have followed the links but would like clarification, please get in touch with the relevant researcher. If you are not able to contact them please email our Data Protection Officer using 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/

Research can range from asking for your feedback about a particular service, asking your opinions on potential campus changes, through to academic research.

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 research data is collected?

When you participate in research you may be asked to provide researchers with personal information such as your name, student ID number, some contact details, date of birth, opinions, level of qualifications, work experience or academic research etc. The lawful basis for using this personal information for research is for ‘legitimate interests’, which means we need to process the personal information to fulfil our research objectives.  We believe it will not adversely affect you and we think you would expect it.

If the research involves collecting ‘special category personal data’ (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 lawful basis for this type of personal data is your ‘consent’. If you are taking part in academic research, you will be provided with a participant information sheet before you are asked to give your consent to take part in research.  This is different from ‘consent’ to process your special category personal data. However the participation information sheet will also detail the types of personal data to be collected for each research study.

How will the personal information collected for research be used and how long is it kept?

We will use your personal information to help answer research questions and to meet our research objectives.  We keep your personal information for as long as is needed to meet the requirements of the research.  Prior to you giving your consent to participate in a research study we will inform you of the length of time your data will be kept for. When this time has been reached, the personal information will be securely destroyed.

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

Your personal data will only be accessible to the student or staff researchers involved in the research.  In the case of student academic researchers, their research supervisor (an academic member of staff) will have access to this data.  Hard copies of personal information will be kept in a secure location and personal data stored electronically on our secure IT network whose servers are located within the EU.  If this is not the case, you will be notified in the participant information sheet provided before you consent to participate in the research.

We will not share the personal data you have provided for research purposes with any other organisations outside of Newman University unless we are conducting research in collaboration with another organisation (e.g., with researchers at another University), or we believe someone’s life is in danger or we believe we are compelled to by law.

What rights do I have regarding my personal research data?

For personal information you have provided us with your consent to use, you have the right to withdraw your consent at any time.  However, once the research has been disseminated (e.g. published in a journal, submitted in the form of an academic assignment, presented at a conference), it may not be possible to withdraw your data.

To withdraw your consent to participate in any part of the research, please contact the relevant researcher(s).  You will be provided with their contact details in the participant information sheet you are provided with before you give your consent to take part in research.

You have the right to see the personal data we hold about you.  We recommend you contact the researcher(s) for this.  You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However, Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

Who are we?

Newman Sports Centre is part of Newman University. We welcome students, staff, alumni and members of the public as members of the Sports Centre. If you have a query regarding the personal data the Sports Centre holds about you please contact j.hodges@newman.ac.uk .

What type of personal data is collected?

When you join the Sports Centre you provide us with the following personal information:

  • name
  • contact details
  • date of birth
  • whether you are a Newman student / staff / alumni or member of the public (i.e. ‘community member’)
  • an emergency contact. N.B. It is your responsibility to ensure that the emergency contact is happy for you to provide us with their contact details.

The legal basis for using the personal information listed above is ‘for the performance of contract’.

On the Membership Enrolment Form you are also asked to state medical conditions / issues that Sports Centre staff should be aware of. Under data protection law this type of information is called ‘special category data’ and we require your explicit consent to process this information. You do not have to inform the Sports Centre of any medical conditions / issues but if you choose not to you are putting yourself at risk of participating in activities which are unsuitable for your health or you may not be enabling staff to respond in the most effective manner should you suffer a health incident .

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

We will use your personal information to process your membership of the Sports Centre and to assess the safety of your participation in the various services provided. We keep your personal information from the year you join, until the year after you stop using your membership. After this time your personal information will be securely destroyed. Please note, as membership is available to alumni and members of the public, you are able to continue your membership after you have left the University.

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

Your personal data will only be accessible to relevant Sports Centre staff. 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. We do not share the personal data you have provided for these purposes with any other organisations outside of Newman University unless we believe someone’s life is in danger or 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 update your details (contact details and any health information) by asking the Sports Centre desk staff. If no-one is at the desk please email j.hodges@newman.ac.uk For personal information you have provided us consent to use (i.e. health information), you have the right to withdraw your consent at any time. However if you choose to do so, you may be putting your safety at risk.

You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

What type of personal data is collected?

We define a supplier as a person or organisation that provides or tenders to provide something that the University needs, such as a product or service.

We collect personal data in a variety of ways. For example, data is collected through telephone calls, emails, meetings, and from correspondence with you.

We collect the following personal data about suppliers/potential suppliers:

  • full name of the relevant contact;
  • company address;
  • contact details, including email address and mobile and landline telephone numbers;
  • details of services/products provided/marketing material;
  • copies of email correspondence and hardcopy correspondence;
  • the terms and conditions of your contract;*
  • bank account details.*

* These are not collected for potential suppliers

The lawful bases on which we rely in order to use the supplier / potential supplier personal data which we collect about you for the purposes set out in this statement will be:

  • using your personal data in this way is necessary for us to perform the contract between us and you in order to take steps at the request of you prior to entering into the contract; and
  • using your personal data is necessary for us to comply with legal and regulatory obligations to which we are subject.

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

We use your personal data to consider whether to enter into a contract, or, following a contract to meet our obligations such as processing payments. We keep your personal data for as long as it is needed, which depends on each supplier. When this time has been reached, the personal data is securely destroyed.

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

Your personal data will only be accessible to relevant University staff. Hard copies of personal data are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EEA.

If necessary, we share your personal data with third parties such as solicitors and courts in relation to disputes, or with third parties that process data on our behalf. If necessary, we share your personal data with auditors, regulatory bodies and third parties to whom we are mandated to report, such as, but not limited to HMRC, Student Finance England and the ICO.

The lawful basis for sharing your personal data will be :

  • using your personal data in this way is necessary for us to perform a contract or in order to take steps prior to entering into a contract; and
  • using your personal data is necessary for us to comply with legal and regulatory obligations to which we are subject.

In addition to the circumstances stated above we will share your personal data if we believe someone’s life is in danger or we believe we are compelled to by law. We will never sell your details to a third party or transfer your data to countries outside the EEA.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time. Please get in touch with your main contact at the University to update your details. If you cannot contact them, please email dpo@newman.ac.uk to update your personal data. You may have the right to have your personal data deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal data collected by us.

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/

What type of personal data is collected?

When you visit Newman University campus, you need to sign the visitor register at the Reception Desk, located at the end of the Atrium by the main entrance and visitor car park. You provide us with the following personal information; your name, the organisation you’re representing (if any) and your car registration (if any).  This information is collected for health and safety and security purposes and to provide a facility your visit. We will not collect the personal data of children accompanied by adults. Instead we will add a numerical value to the register for use in the event of a building evacuation.

The legal basis for using this personal information is ‘legitimate interests’ (which means we need to process the personal information to fulfil our objectives, we believe it will not adversely affect you and we think you would expect it). It is in the University’s legitimate interests to ensure that there is a safe environment for work, study and the community accessing facilities. If you refuse to sign in at the Reception you will be required by the Security team to leave the campus.

By being on campus your image will also be captured on our CCTV system. More information about this is found in the CCTV Policy available on the Estates Policies page of our website.

The University carries out photography and filming on campus to commemorate events and for marketing purposes. As a visitor you may be photographed or filmed whilst on campus. Please read the Privacy Notice for Photography and Filming for more information about this. The lawful basis for photography and filming is legitimate interests, unless the person is to be identified by name or quoted in which case the lawful basis is consent, which would be requested before the photograph or filming was carried out.

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

The personal information is used to ensure that there is a safe environment for work, study and the community accessing facilities and to facilitate the visiting process. The personal data in the visitor register is kept for a maximum of 12 months. The retention period for CCTV images is stated in the CCTV Policy available on the Estates Policies page of our website. Any other photographs or filming is kept for the retention period stated in the Privacy Notice for Photography and Filming. When the retentions periods have been reached, the personal information is securely destroyed.

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

Your personal data will only be accessible to the Estates and Facilities team, and members of staff upon request to the Estates and Facilities team unless we need to share it with other organisations such as the police. 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. We do not share the personal data you have provided for these purposes with any other organisations outside of Newman University unless we believe someone’s life is in danger or we believe we are compelled to by law.

What rights do I have regarding my personal data?

You have the right to be informed about the personal data we have about your visit and to correct any inaccurate information. However as the personal data collected in the visitor’s signing in/out book and the CCTV system captures a snapshot in time it does not need to be updated, for example, if you change your name or car registration after the visit. For personal information you have provided us consent to use, you have the right to withdraw your consent at any time. This right is not retrospective. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk

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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.

Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.

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/

This privacy notice covers the personal information which is accessible to Newman University when you log on to the eduroam Wi-Fi network. We recommend you also read eduroam’s privacy notice for full information about their use of your personal data. You can also connect to eduroam at many other institutions. We recommend you also refer to the Wi-Fi privacy notices at any institutions where you use eduroam.

What type of personal data is collected?

When your device connects to eduroam using your Newman eduroam ID, either at Newman or another site, we will log the following information here at Newman:

– time and date – your Newman eduroam ID, which is your computer username followed by @newman.ac.uk. (e.g. ABCD400@newman.ac.uk) – the institution you are connecting at, in most cases, and the wireless access point you are connecting to, which provides an approximate location. – your device’s MAC address. – a code, assigned by us, called a “Chargeable User Identity”, which can be used to link the logs about you at Newman to ones at another institution you have visited.

When you are connected at Newman we will also log “traffic information” when you access other machines:

– time and date – IP address of the other machine – type of service accessed (eg. web, email.) – traffic information will NOT contain information about the contents of the access, such as the actual web page you looked at or the information on it. (If you are accessing a Newman service the machine concerned may be separately logging this or other information, see IT User policies in particular the General Conditions of Use of Computing and Networking Facilities.)

When you are connected to eduroam at another institution they may log:

– time and date – the wireless access point you are connecting to, which provides an approximate location – your device’s MAC address – traffic information – your “Chargeable User Identity” for that site – if your device does not support an “Anonymous Outer Identity” or is not configured to use it they may be able to log your Newman eduroam ID. The “eduroamCAT” set up programs will configure your device to use this if possible.

How we store your data

The personal data stated above is stored by Newman on servers in the EU for 12 months after which all personally identifiable data we store about you is deleted.

How your data is used

Under data protection laws there are six different lawful grounds for an organisation to process data. We apply ‘legitimate interests’ where we judge the use of the personal data to be within our legitimate interests (or the legitimate interests of another party) and where we do not deem this be privacy intrusive or a risk to your own rights and freedoms. This is where the use of data poses no risks to individuals. Data is collected by the eduroam Wi-Fi network on the basis of ‘legitimate interests’. We use your data for the purposes of monitoring how the Wi-Fi provision is being used, improving services or investigating technical issues (such as the work of IT Services). It may also be used to investigate cyber security situations.

Who may use your data

eduroam is designed to work with anonymised personal data wherever possible. Your data may be used by eduroam, the owner of the venue you visited or selected third parties. We recommend you read eduroam’s privacy notice for full information about their use of your personal data. At Newman University your personal data will only be accessible to relevant staff involved in IT Services. Your data may also be provided to regulatory bodies where we are under a legal obligation to do this, to protect our own rights or if we feel someone’s safety is at risk.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time. You have the right to restrict the processing of your data or object to the processing of your data. However if you do restrict or object to the processing of your data you will no longer be able to use the Wi-Fi provision unless you re-register. To do any of these things please email support@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 information we hold about you. You can access and amend the data eduroam holds about you. Read eduroam’s privacy notice for how to do this.  To access the personal information that Newman University holds about you through the eduroam Wi-Fi network, 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/

This privacy notice covers the personal information which is accessible to Newman University when you log on to the Guest Wi-Fi network. Our Guest Wi-Fi analytics and engagement supplier is ‘Purple’. We recommend you read the Purple Wi-Fi End User privacy notice for full information about their use of your personal data.

Who are we?

Newman University (Genners Lane, Bartley Green, 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?

If you use our Wi-Fi, there are different options for how to log-in. The different options result in you providing different personal information to us.

If you log in via Facebook you are giving us access to:

  • Personal details: your name, age, gender, email address, Facebook page likes
  • Usage details: the number of times you have connected to the Wi-Fi each day you use it, the location, time and date of those sessions, the volume of uploaded and downloaded data
  • Device details: the type of device, MAC address, operating system and internet service provider

How we store your data

Data is stored by AWS on behalf of Purple on secure servers in the EU. If you do not login into Guest Wi-Fi venue for more than 13 months, all personally identifiable data we store about you is deleted.

How your data is used

Under data protection laws there are six different lawful grounds for an organisation to process data. We apply ‘legitimate interests’ where we judge the use of the personal data to be within our legitimate interests (or the legitimate interests of another party) and where we do not deem this be privacy intrusive or a risk to your own rights and freedoms. This is where the use of data poses no risks to individuals. Data is collected by the Guest Wi-Fi network on the basis of ‘legitimate interests’. We use your data for the purposes of improving services or investigating technical issues (such as the work of IT Services). It may also be used to investigate cyber security situations.

Who may use your data

Your data may be used by Purple, the owner of the venue you visited or selected third parties. We recommend you read their privacy notice for full information about their use of your personal data. At Newman University your personal data will only be accessible to relevant staff involved in IT Services. Your data may also be provided to regulatory bodies where we are under a legal obligation to do this, to protect our own rights or if we feel someone’s safety is at risk.

What rights do I have regarding my personal data?

You have the right to correct or update your personal data at any time. You have the right to restrict the processing of your data or object to the processing of your data. However if you do restrict or object to the processing of your data you will no longer be able to use the Wi-Fi provision unless you re-register. To do any of these things please email support@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 information we hold about you. You can access and amend the data Purple holds about you at any time by visiting your Profile Portal. Read Purple’s privacy notice for how to do this.  To access the personal information that Newman University holds about you through the Guest Wi-Fi network, 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 find more information?

If you have read the relevant Privacy Notice and have further questions related to data protection, please contact the relevant area of the University. If you are not sure who that is you can use the search function on the website or email the Data Protection Officer using dpo@newman.ac.uk

You may also wish to read:

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