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The University is committed to looking after any information that you make available to us when you apply to study at the University and during your time at the University. We aim to be clear about what we will do with your data. This privacy notice explains when and why we collect personal information about you and how we will use this information including the ways we might share this with others. It also explains how we keep your information secure as well as the rights you have in relation to the information we hold about you.
The privacy notice will be regularly reviewed to make sure it contains the most up-to-date information. You should check our website to review a copy of our most recent privacy notice. If we make any significant changes to our privacy notice we will contact you to let you know.
We have a separate privacy notice which provides information on how we might use information about our alumni and this can be found here. Your details will automatically be passed to our Advancement Department when you finish your studies so if you do not wish to hear from them then you should let us know by contacting email@example.com.
If you have any questions about any of the information contained in this privacy notice then you can contact us on firstname.lastname@example.org.
The University of the West of Scotland (referred to in this Privacy Notice as the “University”, “we”, “our” or “us”) is the Data Controller under the data protection legislation. This privacy Notice sets out how we process personal data about our past, current or prospective students (referred to in this Privacy Notice as “you” or “your”).
We will collect a variety of information about you. For example:-
In some cases we may also hold sensitive personal information about you such as:-
If we are processing sensitive personal information about you then we will make sure that we will have in place additional safeguards when using that data.
We may collect information about you in a number of ways. For example:-
We will use the information we hold about you for the following purposes:-
If you choose to stay in University owned accommodation we will also use the information you provide us with to help us manage your stay with us.
To ensure students are able to engage effectively with their studies we will monitor individual student activity including log on to our systems and accessing of resources so that we can make sure students are offered the support they need to succeed. This is often called Learner Analytics. The system we use is called MyJourney. You can find out more about this and about how the MyJourney system will use your information here.
We may process your personal data for a number of reasons.
In many cases this is because it is necessary for the performance of a contract with you or in order to take steps at your request prior to entering in to a contract. For example, when you have enrolled with us we will use your information to ensure we can deliver your programme of study to you.
We may also process your data because it is necessary for the performance of tasks we carry out in the public interest or because it is necessary for our or a third party’s legitimate interests. For example, to monitor and evaluate our performance and effectiveness as an institution.
Finally, we may process your personal data because we need to do so to comply with our legal obligations. For example, to administer fees and bursaries.
We will only keep the information we hold about you for as long as we need it.
If you have made an application to us and it has been unsuccessful we will keep a record of your previous applications so that we can use this information to verify your progression since the last time you made an application to us.
There are some cases where we will retain a record of your academic achievements permanently so that we can verify your attendance at UWS should we need to in the future and satisfy our legal obligation to keep certain records for particular periods of time. There is some information that we hold about you that we do not need to hold permanently and in that case we will destroy or delete the information in line with our current records retention schedule. We make sure our records retention schedule is regularly reviewed so that we only hold the data that we need to.
There will be times where we may share the information you provide to us with third parties. In some cases this data sharing is optional and you will be given a choice about whether you want us to share your data at the time you provide us with the information. However, in some cases we will not offer you a choice because we have to share your information to ensure we can provide services to you or to make sure we can meet our legal or statutory obligations. We will always make sure that when we share information about you that we do this in line with the legislation and that we only share the minimum amount of information that is needed. The most common data sharing we will carry out is as follows:-
If you are an international applicant who requires a CAS to be issued to obtain a Tier 4 visa, we share your personal data with UK Visas and Immigration, a department of the UK Home Office. We have to do this because it is a legal obligation and we will not be able to act as your immigration sponsor without doing so. If you are on a different visa category to Tier 4 UKVI may also request information relating to your immigration status.
If you have made your application through one of our approved overseas agents then we will provide information about you to them so that we can process your application. For example, we may advise them about the current status of your application so that they can continue to provide you support through the application process.
In some cases the University may need to verify certain information you have provided to us during your application with third parties named in your application, for example any referee(s) you have given and qualifications you have obtained from awarding bodies if we need to do this then we will only provide information required to identify you and your qualifications record to that third party.
Some of the information we hold about you will be passed to HESA. We are required to do this each year. HESA are responsible for the database in which HESA student records are stored. You can find more detailed information about what information we provide to HESA and what they will do with the information we pass to them here.
When you enrol as a student you automatically become a member of SAUWS. We will provide them with the following information so that they can administer your membership: name, your university e-mail address, date of birth, BANNER number, gender and information regarding your programme of study.
If you do not wish to become a member of SAUWS you can opt out of this when you enrol or you can let us know by e-mailing email@example.com and we will not pass your details to them.
Under the legislation you have certain rights in relation to the information we hold about you:
Many of the rights above are not absolute so there may be times when you make a request to us and we are unable to meet it in full but if this is the case we will explain to you fully why we have not been able to do what you have asked. You should also be aware that where our processing of your information relies on your consent and you then decide to withdraw that consent then we may not be able to provide all or some aspects of our services to you.
More detailed information about the rights you have any how you can make a request can be found here.
We want to make sure that the information we hold about you is always accurate and up-to-date. We can only do this if you let us know about any changes to the information we hold about you. You can do this by accessing the BANNER self-service system or letting Student Administration know.
All personal information we hold about you is held on our secure servers. If we hold paper records about you then we make sure that staff are trained about how they should handle this information and make sure it is stored securely.
A firewall is a network security device that monitors incoming and outgoing network traffic and decides whether to allow or block specific traffic based on a defined set of security rules.
Rules are designed to provide a balance between strong security and allowing staff and students appropriate access to teach and study.
Patch management is a strategy for managing security fixes or upgrades for software applications and technologies. A patch management plan helps the organisation handle these changes efficiently and in a controlled and fully tested manner. We patch our devices and systems as part of a 30 day rolling process. Critical security patches are installed as required.
Access control is a security technique that can be used to regulate who or what can view or use resources in a computing environment.
Access to files and folders and connections to computer networks is based on user credentials, login and password.
The UWS network is constantly monitored for anomalous behaviour which would be associated with cyber-attacks. Event monitoring tools help us to monitor details of activity on the network and allow us to highlight areas of concern for further investigation. Identifying anomalies quickly is vital to securing the confidentially, integrity and availability of data on our network.
Anti-Virus protection is installed on all endpoint devices and updated at least daily with the latest vendor updates.
Antivirus software is designed to prevent, detect and remove malware infections on individual computing devices, networks and IT systems.
Our antivirus software programs include real-time threat detection and protection to guard against potential vulnerabilities as they happen, as well as system scans that monitor device and system files looking for possible risks.
Automated decision making is when an organisation makes a decision about you without human intervention. For example, for the assessment of eligibility for financial assistance. The University does not carry out any automated decision making based on the information you provide to us.
There may be times when we send you information about events we are hosting or to promote other opportunities within the University. You will have the right to object at any time to receiving this type of communication from us. If you do object then we will stop processing your information immediately for these purposes.
There will be times when you may be contact to ask that you take part in surveys. We may contact you directly or we may ask third parties authorised by us to contact you on our behalf. For example you will be contacted in relation to the following surveys:
If you do not wish to participate in these surveys then you can let us know by contacting us by e-mail at firstname.lastname@example.org.
Some of the personal data we hold about you may be transferred to, and stored at, a destination outside the European Economic Area. The most likely time that this will happen is if you are studying with one of our international partners or if you have made your application to us via one of our approved recruitment agents. If we are transferring your data outside of the EEA we will make sure we make you aware of this at the time we are collecting the information from you.
If we do this we will make sure we only transfer the information if there are appropriate safeguards in place.
The University Solicitor is the UWS Data Protection Officer. If you have any concerns about how we handle your personal data then you can contact the Data Protection Officer directly by e-mail email@example.com or by post at Data Protection Officer, University of the West of Scotland, Legal Services, High Street, Paisley, PA1 2BE
If you remain unhappy then you have a right to complain to the Information Commissioners Office:
Information Commissioner’s Office