These terms and conditions will be updated in line with ongoing government guidance which may have an impact on the University of Portsmouth's Graduation Ceremonies. 

As the graduating student, you are responsible for reading these terms and conditions and the information this page links through to.

Force majeure

In the event of the University of Portsmouth's Graduation ceremonies being cancelled, delayed or postponed due to circumstances beyond the control of the University, including (but not limited to): fire; explosion; terrorist act (or threat of a terrorist act); act of God; pandemic; industrial action or dispute involving the University or the venue(s) at which the ceremonies and Graduation services are due to be held, the University will not be liable for any losses direct or otherwise incurred by Graduates or their guests.

In the event that a ceremony has to be cancelled or rearranged, the University will make every effort to contact you to let you know. We will also make every effort to publish information on our web pages and other suitable channels. 

Data protection and your personal information

In order to be able run the graduation ceremonies efficiently, we (the University of Portsmouth Graduation team) need to ask you for some personal data, and may need to share some of that data with our partners who help us to provide the graduation services, and with colleagues within the University such as the Alumni team. This section of the document explains how we will use your data in line with the requirements of the Data Protection Act 2018.

When booking attendance at your graduation ceremony, your name and contact details are pre-populated from data within the student record system. We ask you to confirm your contact details and the number of guest tickets you require, along with any special/visa requirements you or your guests may have.

We may use your details to produce the Graduation programme. All names are printed in full in the graduation programme, which is a public document given to all graduating students, staff and guests at the ceremony. If you achieve a first-class or distinction in your studies, the programme will list your name under the appropriate heading. 

We will also use your details to produce your Graduation E-Tickets, and to ensure that you are issued with the correct gown for the correct ceremony.

In order to produce the Graduation programme and to arrange your academic dress for the ceremony, we need to share your details with third-party providers. The details we share are only those that are needed to complete the necessary work, and the sharing is carried out under the terms of the data-sharing contracts we have with these third party suppliers. 

We believe that this processing of your personal data (and the filming of in-person ceremonies as explained below) is necessary for the University’s and our third party suppliers’ legitimate interests in arranging, advertising and producing the graduation ceremonies.

If you attend a graduation ceremony, your first name (or provided preferred name) and surname will be announced. We are unable to use names that do not appear within your official name as registered on your student record. If you have a query about your name you should contact your MyPort Hub to make a change to your officially registered name. Names cannot be amended after an award has been made. 

The University of Portsmouth Graduation team will supply your details to the Portsmouth News which publishes a souvenir copy of their newspaper. We will ask for your consent to include your details in the newspaper's list of Graduates when you complete the online booking form. If you do not indicate your consent for this processing on the form, your name will not appear in the Portsmouth News.

You should contact us via graduation@port.ac.uk to discuss any issues in relation to this use of personal information. Please note that whilst we can explain to relatives etc how a graduation ceremony works, we cannot discuss your attendance at the ceremony with them, without your prior written consent.

Your rights

You are entitled to request a copy of the data you provide to us in an electronic format so that you may pass that data to another body (the right to data portability), as well as to request a copy of the data we hold about you (a Subject Access Request). You are also entitled to raise an objection to the processing where the processing of data we hold about you is likely to cause you damage or distress, and to request either the rectification of any incorrect data, the restriction of any further processing of your data or the erasure of your data (right to be forgotten). You have the right to withdraw your consent for processing your personal data where we have originally asked for your consent. However, where we collect your personal data under another legal basis, it may not be possible for us to remove all of your personal data from our records if you request this.

If you require any further information or wish to object to, any of the uses to which we put your data, you should contact Samantha Hill, the University's Data Protection Officer on 023 9284 3642 or samantha.hill@port.ac.uk.

Finally, you have the right to complain about the processing of your data to the UK regulator, the Information Commissioner's Office. For more information about this body and how to make a complaint, please see www.ico.org.uk.

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