Privacy statement for users of the Student Support Centre

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Your personal information

The Student Support Centre is part of the University of Lincoln Student Services Team. The Advice Service, International Advice Team, Funding Team, Student Support and the Residential Wardens are part of the Student Support Centre and are based on the ground floor of the Minerva Building.  This document will explain how the Student Support Centre will process your data when you access the service.

This notice explains more about how we use your personal information.

 

We collect information about you when you contact the Student Support Centre. This information will depend on the reason for your request for support and advice, and may include information about your home, family, personal and social life, assessment and education information, employment information and information about your finances.

We may also include information regarding your trade union membership and political opinions, and religious or philosophical beliefs if this is relevant to your request. We may also obtain, process and store special category data about you, such as disability and health data’.  This can be by email, the completion of forms or other paperwork, phone, letter or in person and is the information you choose to share with us. We may also obtain information about you from third parties who make contact with us. The information we gather is stored securely within the department and is treated sensitively and respectfully.

Keep your details up to date by advising the University of any change of circumstances to ensure the information the Student Support Centre hold about you is kept up to date. You can do this by logging on to Blackboard and updating your details or by emailing studentsupport@lincoln.ac.uk.

We collect information about you to ensure the support, information, advice and guidance we provide is both accurate and appropriate. Our basis of use is our legitimate interest in providing you with a service whilst ensuring the safety of our community.

We provide anonymised statistical information to the University for monitoring purposes and to support the development of initiatives and proactive campaigns which are designed to raise awareness of specific issues that are impacting students.

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

The information you share with the Student Support Centre remains confidential and we will not share any of your information unless you have given us specific notification that you wish us to do so. If you share information with us that means we are concerned about your safety or that of others, we are legally obliged to report this to the appropriate authorities and to follow the University Safeguarding Policy

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.

Should we need to obtain information from someone outside the University you will be asked to complete a form authorising the request.

As part of our commitment to quality, we arrange external audits of our work.  External auditors are bound by their own professional confidentiality and will request files for audit randomly. Where appropriate these records are anonymised.

It may be necessary for us to share information in order to exercise our right to defend or support legal claims.

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.

If you share information with us which indicates you are in breach of your Tier 4 visa conditions (International students only), we are legally obliged to inform the University’s Tier 4 Compliance Team.

At your request some information may be sent abroad. This will be completed securely via systems that have been put in place by both the University and the receiving party which may include ensuring Privacy Shields are in place where necessary.

General information will be kept by the Student Support Centre for a minimum of 7 years after you leave University and then destroyed. Some information may be kept longer, up to 12 years after you leave University if there is a legitimate and legal reason to do so.

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 one 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 one month.

Correction

If any of the information we hold about you is incorrect or incomplete 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.

If you object to our use of your personal information then we must stop unless we can demonstrate compelling legitimate grounds for continuing. If you have provided your consent for the use of your personal information then you can withdraw this consent at any time.

Please contact studentsupport@lincoln.ac.uk and explain your objection. Please note: this means that we will no longer be able to provide you with support, information, advice and guidance.

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.

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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