Privacy Notice

Your Personal Data

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to your interactions with the Student Support Officer (SSO) Service. This privacy notice will explain how The University of Glasgow will process your personal data.

Why we need it

We are collecting your basic personal data such as:

  • Personal information – Name, student number, year of study, course and contact details
  • Details of the issues/challenges you are facing

And the following types of special category data:

  • Information relating to any mental health support you are currently receiving
  • Details on disabilities and any other health or mental health conditions

We collect this data to keep a record of our meetings and to ensure you are provided with the most appropriate and effective support. We also use this the data to produce anonymised reporting to monitor service delivery and internal improvement reviews.

We will only collect data that we need to provide and oversee this service to you.

We will collect your data from

  • Information you disclose to us directly
  • Academic members of staff such as your Adviser of Studies
  • Other support services at the University, ie Counselling or Disability Services

How it will be collected

  • Email
  • Ivanti
  • Case records
  • Verbal – face-to-face or telephone

Legal basis for processing your data

You personal data is processed under the following legal bases:

  • Consent - we will ask for your consent before we record any personal details.
  • Vital interests - Where staff believe that you or a third party is at serious risk. If the risk is believed to be sufficiently serious, the member of staff may share your information directly, irrespective of your consent.

What we do with it and who we share it with

  • All the personal data you submit is processed by staff at the University of Glasgow in the United Kingdom.
  • The systems used to process your data (Office 365, Ivanti) are part of the University’s corporately supported IT architecture and are protected by the University’s security measures.
  • Minimal data consisting of pertinent information, such as your name, student ID, your identified issue of concern, is shared internally with:
  • Disability Service – to facilitate registration and engagement with the Service
  • Counselling – to facilitate registration and engagement with the Service.
  • Peer Support – where you may benefit from support around general wellbeing concerns
  • Safeguarding Team – Where there are risk, safety or significant wellbeing concerns
  • Academic Staff/School administrative staff – Where your mental wellbeing may be impacting on your academic capabilities
  • Residences Life/Accommodation Team where you require support in a University Residence

How long do we keep it for

As a general rule we keep your personal information only for as long as we need it. Your data will be retained by the University for a maximum of 6 years. After this time, data will be securely deleted.

What are your rights?*

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability.

Where we have relied upon your consent to process your data, you also have the right to withdraw your consent at any time

If you wish to exercise any of these rights, please submit your request via the webform or contact dp@gla.ac.uk.

*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out. 

Complaints

If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter.

Our Data Protection Officer can be contacted at dataprotectionofficer@glasgow.ac.uk

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/