UEL Students’ Union Data Protection Statement
The Advice Service abides by the Data Protection Act 1998 and also the UEL Data Protection Policy: https://www.uel.ac.uk/Discover/Governance/Policies-Regulations-Corporate-documents/Data-Protection-Policy
UEL Students’ Union is a registered Data Controller as per the Data Protection Act 1998, registration number Z3264732.
What do we do with your data?
In accordance with the Data Protection Act 1998 we are required to obtain your consent for the following:
- to hold information about you on our electronic database and process your personal data;
- to store confidential records of case notes and all correspondence with you in our electronic database;
- To access data relevant to your case as held about you within UEL systems
- where agreed with you, to discuss your case with members of University staff;
- to discuss your case where appropriate with other staff members of the Advice Service team;
- To allow your case file to be accessed by third parties strictly for auditing purposes.
- to contact you for feedback on the quality of our service;
- with your permission, where your case may set a precedent that could benefit other service users, in a confidential way refer to your case when in correspondence with UEL;
Consent is provided by way of completing the UELSU Advice Service “Service User Agreement”, which all service users must sign.
Copies of your User Agreement are kept on file for a period of six years, after which they are destroyed.
Copies of any case files and other personal data held about you will be destroyed after a period of six years.
For the purposes of the Advice Service your personal can data include (but is not exhaustive to):
- Your name
- Your student number
- Your date of birth
- Your gender
- Details of your study and student status (course, full-time, part-time, School of study, level of study)
- Details about your results (either provided by yourself, or accessed via UEL systems)
- Contact details (telephone number, email address)
- Monitoring and demographic data (age, disability, ethnic background, sexual orientation)*
- Confidential case notes, emails, and other correspondence relating to your case
*Monitoring and demographic data is accessed only for the purposes of statistical analysis.
UELSU may also, from time to time, access your personal data held within UEL systems or by raising a query with appropriate UEL departments. As per our Service Standards and User Agreement we will only access such data with your permission.
An Adviser not share any information with a 3rd party outside the service without your full consent.
You can read our Service Standards here https://www.uelunion.org/advice/academic/standards/
You can read our User Agreement in full here https://www.uelunion.org/advice/academic/useragreement/
How do we protect your data?
We abide by all Data Protection Principles as set out within Schedule 1 to the Data Protection Act 1998 (the Act):
- Personal data shall be processed fairly and lawfully and, in particular, shall not be processed unless -
a) at least one of the conditions in Schedule 2 is met, and
b) in the case of sensitive personal data, at least one of the conditions in Schedule 3 is also met.
- Personal data shall be obtained only for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes.
- Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.
- Personal data shall be accurate and, where necessary, kept up to date.
- Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
- Personal data shall be processed in accordance with the rights of data subjects under this Act.
- Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
- Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
You have the right to access any personal data that is being kept about you either in electronic or paper files. Requests for access to personal data will be dealt with as quickly as possible and either way within the 40 days required by law. Please make any such requests to firstname.lastname@example.org
Managing Data Protection breaches:
If you suspect that our service has breached the above Data Protection Statement or the Data Protection Act 1998, or if you have a complaint about how your data has been handled please report such a breach to the Head of Student Support (Lisa Thomas, email@example.com)
Your complaint or concern will be investigated and if a breach is found UELSU will report the matter to the relevant authorities which may include the Police, the Information Commissioners Office as well as UEL.
If after such an investigation you remain dissatisfied please contact the Chief Executive of the Students’ Union (Paddy Reilly, firstname.lastname@example.org) .