2016-17

Personal Data

3.1  Processing of Personal Data

The University holds, collects and processes information about its students (current and former), applicants and potential applicants. This information (which includes personal data) may include images and personal, academic, financial and disability information. This information is used for various academic, administrative, management, statutory, pastoral, and health and safety reasons.

Students, applicants and potential applicants (together “Data Subjects”) will be asked to provide and confirm their personal data and academic details with the University. By providing/confirming this information the Data Subjects consent to the University holding, collecting and processing such information.

The information provided by Data Subjects is processed in accordance with the University’s Notification with the Information Commissioner under the Data Protection Act 1998 (the “Act”). This Notification is a public document and can be viewed at the Information Commissioner’s website (https://ico.org.uk/).

The information provided by Data Subjects may be disclosed to certain third parties (detailed at §3.2) in order to meet a statutory obligation, in accordance with the University’s Notification, or in accordance with the terms of the Act.

Some of the information processed by the University is “sensitive personal data” (as defined in the Act); this includes information on racial or ethnic origin, political opinions, religious or other beliefs, physical or mental health or conditions (including disability), sexual orientation or criminal records.

3.2  Disclosure of Personal Data

Data Subjects’ personal data may be accessed by the University’s employees, agents, contractors, and its service providers,  who will only process this information in accordance with the Act and those University instructions, regulations and contracts. Such third-parties include:

a) authorised Officers of the Students’ Representative Council (SRC) for the purpose of verifying the registration status of proposed SRC Officer Bearers and elected SRC Office Bearers for the performance of their duties as representatives of the University student community; and

b) authorised Officers of the Glasgow University Union and the Queen Margaret Union for the purpose of managing their membership.

Personal data may also be accessed by other third parties (or their agents) where there is a legitimate interest in them receiving such information. Such third parties include:

a) Student sponsors, for example, the Student Loan Company, funding organisations and embassies;

b) Professional and accreditation bodies, for example, the Law Society of Scotland, General Medical Council, General Teaching Council Scotland, Association of MBAs;

c) Progression data will be shared with the UK Clinical Aptitude Test (UKCAT) Consortium for research purposes;

d) Relevant Government Departments to whom the University has a statutory obligation to release information, for example, Council Tax Department, UK Border Agency of the Home Office for purposes connected with immigration, the police, and benefit or tax inspectors;

e) Relevant regulatory and investigatory bodies such as the Scottish Public Services Ombudsman, Office of the Scottish Information Commissioner and Information Commissioner's Office;

f) Potential employers or providers of education who have been approached by Data Subjects;

g) Provision of student and alumni services facilitated by third party IT providers, such as the Careers Service system, Counselling & Psychological Services' client management system and alumni databases;

h) Work placement sites, for example, those students studying medicine, dentistry, education and veterinary medicine, or other educational partners, for example, Glasgow International College, or partners involved in joint/collaborative course provision;

i) Relevant and authorised third parties where the transfer of personal data is necessary in order to protect the vital interests of other person(s) where consent by or on behalf of the Data Subject has been unreasonably withheld or cannot reasonably be obtained;

j) An academic transcript for each international student, attending the University through the Study Abroad programme, will be sent to their home institution;

k) Electoral registration officers;

l) Higher Education Statistics Agency (HESA, see: https://www.hesa.ac.uk/content/view/141) includes, but is not limited to, approved research surveys into student attitudes, progress and other social and financial circumstances including the National Student Survey and, in the case of graduates, the DLHE graduate destinations longitudinal survey; and

m) Law enforcement agencies.

In emergency situations the University may provide emergency contact details and other appropriate information to those relevant authorities dealing with the emergency.