What data protection means for students
Structure and governance
The University of Portsmouth uses your personal data to record your application to the University, track your progress through your course, classify your final award and maintain contact with you as an alumni.
What data do we process?
The data will we will collect at registration includes:
- Your name.
- Contact details.
- Emergency contact details.
- Date of Birth.
- Country of nationality and of birth.
- Academic qualifications.
- Details of any criminal convictions.
- Fee information and sponsorship details.
- Special category data such as country of birth or nationality, details of physical and mental health. This data is only used for equal opportunities monitoring.
How we use your personal data at the University
Any personal data is collected to enable us to:
- Register you as a student
- Administrate your education
- Administrate financial matters
- Allow you to access the University’s facilities
- Register you onto TurnitinUK© anti-plagiarism software
Further information on this is available from Data Protection Statement: Students (PDF)
Disclosure of your personal data to third parties?
We will disclose your personal data in the following situations:
- When you have given us written consent to disclose your personal data
- When we are legally required to provide information (e.g. to the Higher Education Statistics Agency, government departments, the Quality Assurance Agency, funding councils)
- When legally required to do so for crime prevention and detection purposes
- When disclosure is necessary to financial organisations associated with your education (e.g. the Student Loans Company and Local Education Authorities)
- When a debt collection agency assists in in the recovery of debts to the University
- When disclosure is to the Portsmouth City Council for Council Tax purposes
- When it is believed it is in your vital interests to do so (e.g. if you are involved in an accident and need emergency treatment)
Further information is available in our Data Protection Statement: Students (PDF)
References and data protection
We are not legally required to disclose the contents of a reference we have provided or of a reference we have received, but if a reference is included within the data you have requested as part of a Subject Access Request, we will check if the referee is happy for the reference to be disclosed to you on a voluntary basis.
How long will the University keep your personal data?
We will retain your full student record for six years after you graduate or leave your course.
After six years, we will only retain:
- The dates you studied
- Your degree name
- Your degree classification
- A transcript of your marks
All other data will be disposed of in a secure manner.