Privacy statement

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Privacy Notice – accessing wellbeing or mental health support through an online enquiry form on the Student Services website.

Your personal information

The University of Lincoln collects personal information about you when you make an enquiry via our online form about accessing wellbeing or mental health support. We use this information to allow us to provide you with the right support, tailored to what you need based on the information provided in the online enquiry. This notice explains more about how we use your personal information.

What information we collect about you

We collect information about you when you make an enquiry to the Student Wellbeing Centre through our online enquiry form located on the Student Services website. This will include your full name, your student ID, your email address and your phone number.

We collect information about you to enable us to provide you with support and respond to any enquiries you may have appropriately. We need to take information including your name and student ID so we can know who has made the enquiry and we need your email address and phone number so we can respond to you in the appropriate manner in relation to the enquiry made. There is also a free text box within the form. As this is potentially special category data, by ticking the ‘opt-in’ box you are consenting to us processing this information.

How we use your information

If you complete an enquiry form on our website we will use you contact details provided within this to make contact with you either by email or over the phone to respond to your enquiry and fulfil your request. By ticking the ‘opt-in’ box on the form, you are consenting to your email/phone number being used to contact you back.The information you provide to us when you make an enquiry is processed in accordance with UK data protection legislation and the legal basis for using the contact details provided is legitimate interests as responding to the enquiry made by you will benefit you by having this enquiry resolved. The legal bases for processing your personal data given within the enquiry form is consent.

The University occasionally uses cookies and other technologies on its website that collect data about you when you use them. Where this occurs further information will be available in a cookies policy. The cookies policy for the University website can be found here: http://www.lincoln.ac.uk/home/termsconditions.

Information we may share with other organisations

No information for this purpose (receiving and responding to enquiry forms made within the Student Services website) will be shared outside of the University of Lincoln.

We use a number of suppliers who process personal information on our behalf. These include suppliers of software services. These act strictly on our instructions and must not use the information for their own purposes.

In exceptional circumstances we may be asked to share your information with police or other investigators if it would prevent or detect crime or safeguard a person’s wellbeing. Each instance will be judged on its own merit and any sharing of information will be done within the law.

Information processed abroad

No information for this specific purpose will be shared abroad.

How long we keep your information

Any information gained or notes made within your file will be kept throughout your time studying and for seven years following your graduation.

If you access additional University services these may keep a record of your contact and will provide you with details of how long they keep your information.

Accessing your information and other rights

You have a number of rights relating to your personal information. These include:

  • Access
    You have the right to request a copy of any personal information we hold about you.
    If you would like a copy of any of your information please contact the Information Compliance team on the details below. The team will process your request within a month.
  • Portability
    If you have provided information on the basis of your consent or for a contract then you can request a digital copy so you can send it to another organisation.To request a copy please contact the Information Compliance team on the details below. The team will process your request within a month.
  • Correction
    If any of the information we hold about you is incorrect or incomplete then please let us know. You have the right to have your information corrected so that we hold accurate records about you.
  • Erasure
    This is also known as the right to be forgotten. You can request that your personal information is erased if it is no longer necessary for the University to keep it, or you withdraw consent that you have previously provided, or you object and there is no overriding grounds to keep it or if it is unlawful to continue to keep it.
  • Restriction
    You can request that the use of your personal information is limited to storage only and that we use it for no other purpose. This applies where you contest the accuracy of the personal information we hold, or our use of the information is unlawful, or we no longer need the information except in relation to legal claims, or you object to the use of your data and we need to verify whether or not our purpose for keeping it overrides the grounds of your objection.

The Information Compliance team can be contacted by email on compliance@lincoln.ac.uk or by post at: Information Compliance, Secretariat, University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.

How to object or withdraw consent

If you object to our use of your personal information then we must stop unless we can demonstrate compelling legitimate grounds for continuing. Please contact the Student Wellbeing Centre at studentwellbeing@lincoln.ac.uk and explain your objection.

If you have provided your consent for the use of your personal information then you can withdraw this consent at any time. To do this you would need to contact the Student Wellbeing Centre on the email above. If consent is withdrawn you will still be able to access advice and support from the Student Wellbeing Centre but no information regarding you will be able to be passed to other services or your school.

How to contact us

For general enquiries please call 01522 88 2000 or write to University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.

You can find contact details for individual teams and staff by visiting http://staff.lincoln.ac.uk.

If you have a query about your personal information rights then please contact the Information Compliance team by email on compliance@lincoln.ac.uk or by post at Information Compliance, Secretariat, University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.

How to complain

If you feel that we have let you down in relation to your information rights then please contact the Information Compliance team by email on compliance@lincoln.ac.uk or by post at Information Compliance, Secretariat, University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.

You can also make complaints directly to the Information Commissioner’s Office (ICO). The ICO is the independent authority upholding information rights for the UK. Their website is ico.org.uk and their telephone helpline number is 0303 123 1113.

 

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