Data Protection for Data Subjects
- What personal data do we process and why?
- Sensitive personal data
- Use of your personal data
- Disclosure of your personal data
- Your rights as a data subject
- How long will the University keep your personal data?
- Your responsibilities as a data subject
Much of the information on this page relates to all data subjects. Where there is specific information just for UoP students, or just for UoP staff, this is clearly highlighted.
Personal data may be kept in both paper and computer records but is kept securely in both cases, either in locked cabinets or password protected in the case of computer records.
Some of the personal data the University processes is defined as "sensitive personal data" under the DPA. This information must be treated even more carefully in terms of whether, and why, it needs to be collected and who can have access to it, than the rest of the data processed by the University. Examples of sensitive personal data are available on the general data protection pages and the University may hold several examples of sensitive personal data about you (e.g. details of your country of nationality and birth and details of your physical and mental health). This data is requested for specific purposes and will not be used for any other purposes. Nor will sensitive personal data be released to a third party without your explicit consent unless it is necessary to protect the vital interests of you or another person.
Equal Opportunities Monitoring
Some of the sensitive personal data collected from you is used for equal opportunities monitoring. The personal data is used to prepare statistics for internal use e.g. the Board of Governors receives an annual report on equal opportunity matters, and for external agencies, generally the Higher Education Statistics Agency (HESA). The University is legally obliged to make these statistics publicly available, which it will do by publishing the statistics on its website.
All statistics are anonymised but, should the numbers being reported be small enough to potentially identify an individual, the figures will not be publicly reported.
If you have any further queries about how your data is to be used, please contact the University's Information Disclosure Manager, Samantha Hill, on 023 9284 3642 or by email at email@example.com.
The University will not give out your personal details to any third party except where you give written consent for the disclosure or when the University is under a legal requirement to provide information.
For example, the University has to send coded and anonymised data on students and staff to the Higher Education Statistics Agency (HESA). This forms your HESA record and contains coded information including ethnicity and disability status. Your record can then be passed on to other bodies with statutory functions in relation to the funding of education. For a full list of these bodies and more information on the uses HESA makes of this information, please visit the HESA website.
The University could also be asked to disclose information if required by the police or other agencies investigating a criminal offence.
Additional info for students only...
The University also needs, at times, to give data to government education departments, the Quality Assurance Agency, funding councils and representatives of these bodies such as auditors.
Data will be released to the Student Loans Company and Local Education Authorities in relation to financial matters associated with your education, and if necessary to parties involved in the recovery of debts to the University. The University will also disclose the personal details of students enrolled on full-time courses to Portsmouth City Council for Council Tax purposes.
The University will disclose details about you if it is important to your vital interests e.g. if you are in need of emergency treatment and the University is asked to verify whether you have any medical conditions it would be necessary to know about.
Beyond these instances, the University will not disclose information about you to a third party without your written consent, given to the University either directly or through the third party requesting the data. This means that we will not release your personal data to employment agencies, banks, friends, relatives or sponsors without your consent. If friends or relatives need to contact you, University staff will happily try to pass on a message to you that your friend/relative is trying to contact you but will not give out your contact details.
The University will only supply references where you have already asked a member of staff to provide a reference, or where the request is accompanied by a consent form signed by you, showing that you have consented to a reference being requested. Under the Data Protection Act, the University is exempt from disclosing the contents of a confidential reference that it has provided, but must provide a copy of any reference that it receives. Requests for copies of references received by the University should be made using the Subject Access Request form.
The rights you have under the DPA are set out in the earlier section on data subject rights. If you wish to exercise any of these rights, please contact Samantha Hill, the Information Disclosure and Complaints Manager, on 023 9284 3642.
For full details of the University's record retention, please refer to the University Retention Schedule.
- We need you to tell us if any of your details change - particularly your contact details - so that we can keep your records up to date.
- Don't give your student number, staff username or computer passwords to anyone else, so there can be no chance of the number, username or password being abused.
- Finally, if you are involved in any research work at the University or any other position where you might come into contact with other people's personal data, please remember to treat that information in confidence, in line with the data protection principles, and not to pass it on to anyone else.
Students only...You should also inform your tutor that you will be processing personal data, so that your tutor can ensure the right procedures are followed.