Privacy information for current and prospective students

1.Management of enquiries with prospective students and communication of information about our services, events, and activities

Necessary for entering into a contract of study with prospective students

2. To UCAS to administer the applications and clearing process

Necessary for the performance of a task in the public interest, namely the provision of education services

3. Processing of applications for study and enrolment as a student which can include the processing of criminal convictions data and DBS checks

Necessary for the performance of a task in the public interest, namely the provision of education services

4. Correspondence with offer holders regarding the next steps in the application and enrolment processes

Necessary for entering into a contract of study with students

5. To direct mail and marketing and events agencies who may assist us in the administration of mailing to enquirers, applicants, offer holders, students and our alumni and the booking of events. Examples of such agencies include SurveyMonkey, MailChimp, EventBrite

Processing is necessary for the legitimate purpose of communicating with students and offer holders about benefits, services, activities and events or agree to communicate such information to enquirers and applicants

6. To the Home Office and other international and national governmental and regulatory bodies in connection with the assessment of immigration status

Necessary for:

• compliance with legal obligations or for the performance of public tasks in the immigration context

7.Providing you with an account to allow you to use the Application Tracker app, which supports you in completing the process of applying to study with us

Necessary for:

• Our legitimate interest in supporting applications to study

8. Administering interviews and tests prior to acceptance on some of our courses, and sharing information about the outcome of these with regulatory bodies where they have a role in ensuring the process is managed consistently across the Higher Education Sector

Necessary for:

• the performance of a task in the public interest, namely of assessing the suitability of candidates fairly and consistently with University/College and/or regulatory body standards.

9. Contacting you in order to provide support for your additional needs regarding health issues and financial matters, where you have declared this on your application, to support you through the application process and to ensure adjustments and support are available to you when you arrive to study with us.

Necessary for entering into a contract of study with prospective students

Where we process Special Category data for these purposes, we do so with your explicit content

1. Confirming your right to live and study in the UK

Legal obligation to comply with our obligations under immigration law specifically the UK Visa & Immigration (UKVI) Tier 4 Sponsor Guidance.

2. Production of student identification cards and related student services.

Necessary for the performance of a task in the public interest, namely the provision of education and providing a safe educational environment.

3. Administration of induction events, registration of students on courses and transfers to new courses

Necessary for the performance of a task in the public interest, namely the provision of education services

4. The provision of University accommodation. This processing may include processing personal data you disclose regarding health condition or disabilities relevant to your accommodation.

Necessary for the performance of our contract with its students or explicit consent to the extent that any sensitive personal data is obtained

5. Disclosure to the Students Union of student details for registration of students as members of the Union and provision of University benefits and services

See Section M for further details

Follow this link to opt-out of membership and to stop data-sharing

Legitimate purpose of providing students with automatic access to our University’s Students Union and their services

6. Disclosure to local authorities for council tax assessment purposes or electoral purposes and for processing of care leaver bursaries

Necessary for performance of task in the public interest, namely local authorities’ functions of assessing council tax payments, supporting local authority care leavers, and managing electoral services

7. Disclosure of all student data of those students enrolled on the Global Online Managed Programmes to our provider, Pearson Limited, and their appointed subcontractors

Legitimate purpose of engaging third party provider to deliver the Global Online Managed Programmes

1. Evaluation of academic assessments and other course work

Necessary for the performance of a task in the public interest, namely the provision of higher education

2. Granting of academic awards (including the publication of awards, marks, and inclusion in pass lists)

Necessary for the performance of a task in the public interest, namely the provision of higher education.

3. Disclosure to other UK based and international educational institutions which we partner or collaborate with to deliver placements, joint or dual awards or franchised or validated awards

Processing necessary for the performance of our contract with students or legitimate purpose of providing students to exchange opportunities.

4. Disclosure to external examiners for assessment

Necessary for the performance of a task in the public interest, namely the provision of higher education

5. Disclosure to other institutions we:

• jointly conducts research work with or
• contracts to conduct research work on behalf of us

to inform the other parties of authorised ARU representation; supporting the effective conducting of the research and to support the standards reviews of other parties wishing to engage with us.

Necessary for the performance of a task in the public interest, namely the provision of scientific research or for statistical purposes.

6. Disclosure to external agencies offering plagiarism checking services such as TurnItIn and other academic institutions to identify instances of collusion in relation to plagiarism misconduct

Necessary for performance of a task in the public interest, namely provision of higher education services (necessary to maintain academic quality standards and integrity)

7. Promoting special academic attainment awards.

Publicising data about award winners through ARU and award sponsors with your consent.

8. Submitting details of participants in grant applications for evaluation by external research funding bodies.

Necessary for the performance of a task in the public interest, namely the provision of education services.

9. Processing of Disclosure & Barring Service (DBS) checks where you are undertaking ‘regulated activity’ as part of your studies, for example, to undertake a research project or a work placement involving vulnerable children and/ or adults.

Necessary to fulfil a legal obligation in preventing unsuitable people in regulated activity adversely impacting students, staff and vulnerable groups.
Where we process Special Category data for these purposes, we do so because it is:
necessary for reasons of substantial public interest

10. 10. Supporting our partners, under contract, to deliver all or part of our learning services to you

Necessary to perform a public task namely the delivery of learning services Where we process Special Category data for these purposes, we do so because it is necessary for reasons of substantial public interest

1. Disclosure to offer facilities and services central to your studies such as Library access and computing access

Necessary for the performance of a task in the public interest, namely the provision of higher education.

2. Monitoring of use of IT services in accordance with our Acceptable Use Policy.

Legitimate purpose of ensuring network security.

3. Disclosure to external IT service providers delivering externally hosted IT services or products to us such as Microsoft Office, Unit 4, and Amazon.

Legitimate purpose of providing students with modern IT solutions and services to support their studies.

4. Disclosure to any third party wishing to access a catalogue within the our library containing reference to student work.

Legitimate purpose of providing open access to research and academic works where students have agreed to publication of this work or are required to publish under the terms of any funding or sponsorship agreement.

5. Using your ARU email (and personal email if you have stopped or finished your studies) to contact you regarding outstanding Library fines or matters relating to the return of IT equipment or IT account management.

Legitimate purpose of effectively managing our assets.

1.Monitoring student attendance at lessons, the submission of assessment and engagement with course material available on software tools. Further detail about this processing activity is set out in the Student Engagement Dashboard.

Legitimate purpose of ensuring that students achieve academic success through full engagement with their studies. As well as analysing student data to help make informed decisions which can lead to improved student satisfaction, retention, and attainment

2. Monitoring attendance and evidence of absence for students studying on a tier 4 visa. You can read more about tier 4 student requirements here: Tier 4 Student Compliance

Legal obligation to comply with our obligations under immigration law specifically the UK Visa & Immigration (UKVI) Tier 4 Sponsor Guidance.

3. Keeping employers informed about the progress of apprentices’ Degrees at Work courses, involving routine sharing of academic progress and reasonable adjustments, and on demand sharing of data relating to conduct and engagement as per funding body requirements.

Necessary for the performance of tasks in the public interest namely to support the Secretary of State’s functions regarding apprenticeships delivery.

4. Contacting you to let you know about lecture and event cancellations or changes to timetables and related arrangements.

Legitimate purpose of providing access to our learning services.

1. Assessment and provision of support services to students, including the provision of disability support services and study support services.

2. Legitimate purpose of providing appropriate support to students based on their needs.
Where we process Special Category data for these purposes, we do so because it is necessary:

• for reasons of substantial public interest

2. To monitor our compliance with equalities legislation

Legal obligation to comply with our obligations under the Equality Act 2010.
Where we process Special Category data for these purposes, we do so because it is necessary for:

• reasons of substantial public interest

3. To offer and provide additional support services such as careers advice,counselling services, financial advice, and access to sporting activities, and to develop and improve those services.

These services are optional and you can stop using them at any time. Each service will advise of the relevant condition below when you access them:

• Your consent (for services such as accounts for 'self-help')
• Our legitimate interest in retaining records of the support provided to you, and to develop and improve services
• Necessary for the performance of a contract (e.g. a Counselling Contract)

Records of support provided to you are necessary for the performance of a task in the public interest, namely the delivery of specialist services to support and develop students, and to measure the effectiveness of the services.

4. Processing of safeguarding concerns to ensure the safety and wellbeing of our students.

Legitimate purpose of ensuring the safety and wellbeing of our students such as acting in the vital interests of an individual, or members of the public.
Where we process Special Category data for these purposes, we do so because it is necessary:

• for reasons of substantial public interest and/ or
• in your vital interests

5. Recording lectures and other sessions in compliance with the Equality Act 2010.

Legitimate purpose of providing facilities to assist disabled students with lecture content to deliver a modern learning experience for our students.

6. Provision of immigration welfare services for international students, including applications for visa extensions.

Legitimate purpose of supporting international students.

7. Disclosure to close family or next of kin and emergency services where there is an emergency such as illness or serious injury.

Necessary for:
Where we process Special Category data for these purposes, we do so because it is necessary:

• the performance of a task in the public interest or
• in exceptional circumstances to protect the vital interests of an individual or members of the public.

Where we process Special Category data for these purposes, we do so because it is necessary:

• for reasons of substantial public interest or
• to protect vital interests.

8. Disclosure of personal email address (unless you opt-out) to the ‘buddy’ scheme when you enrol with us in order to provide you with support from a current student at the beginning of your time with us.

Legitimate purpose of providing support to new students.

9. Providing Personal Development Tutors (PDTs) with information about your circumstances to better support your academic and welfare needs.

Necessary to perform a public task namely to provide welfare support to improve the learning experience Where we process Special Category data for these purposes, we do so because it is necessary for reasons of substantial public interest .

10. Managing your interest in or carrying out voluntary or paid roles for ARU initiatives such as championing special interests and ARU’s values and interests.

We will process this information for this purpose only with your consent. Where we process Special Category data for these purposes, we do so with your explicit consent.

1. Administration of external and internal student surveys, including collection of feedback on distinct services such as Library services and Careers services. You can read more about the surveys we administer or facilitate.

Necessary for the performance of a task in the public interest, namely the provision of higher education. Agreement to participate is obtained from students who complete the surveys.

2. Disclosure to the Higher Education Statistics Agency, the Higher Education Funding Council and Government Departments such as the Department for Education, for the analysis of student statistics and/or to enable them to carry out their statutory functions as applicable. For more information on the information shared with HESA please refer to HESA’s privacy notice (this disclosure may include sensitive personal data about ethnicity, sexual orientation, gender reassignment and religion).

Necessary for the performance of a task in the public interest, (statutory functions or responsibilities of Government Departments and public bodies).
Where we process Special Category data for these purposes, we do so because it is necessary:

• for statistical and research purposes.

3. Disclosure of apprentice personal data to Education and Skills Funding Agency (ESFA) and others. More information about the data shared with the ESFA is published in the ESFA Privacy Notice. See also: information on the maintenance of your Individualised Learning Record (ILR) and Ofsted’s Privacy Notice.

Necessary for the performance of tasks in the public interest namely to support the Secretary of State’s functions regarding apprenticeships delivery.

4. Disclosure to direct mail and marketing and events agencies who may assist us in the administration of mailing to enquirers, applicants, offer holders, students and our alumni and the booking of events. Examples of such agencies include SurveyMonkey, MailChimp, EventBrite

Processing is necessary for the legitimate purpose of communicating with students and offer holders about benefits, services, activities and events or agree to communicate such information to enquirers and applicants.

5. Improving our services through analysis of data on your past engagement with and your feedback about our services

Processing is necessary for the legitimate purpose of improving our services Where we process Special Category data for these purposes, we do so because it is necessary in the substantial personal interest.

1. Administration of academic appeals issued by students and other complaints brought against us.

Necessary for performance of a task in the public interest, namely higher education provision (necessary to provide an avenue to raise appeals regarding academic assessments and any other grievances).
Where we process Special Category data for these purposes, we do so because it is necessary for:

• reasons of substantial public interest and/ or
• for managing legal claims

2. Administration of complaints, investigations and disciplinary proceedings concerning student misconduct, including investigations into academic misconduct in accordance with our procedure for handling academic misconduct.

Necessary for performance of task in the public interest, namely higher education provision, (Investigating complaints concerning misconduct is necessary to maintain integrity of University’s assessment process, our academicstandards, our reputation and the welfare of our students and staff).
Where we process Special Category data for these purposes, we do so because it is necessary for:

• reasons of substantial public interest and/ or
• for managing legal claims

3. Disclosure to our insurers in respect of accidents or incidents occurring with the institution and external auditors and external regulators such as the Health and Safety Executive.

Legitimate purpose of managing our insurance claims or reporting such incidents to regulators and auditors.
Where we process Special Category data for these purposes, we do so because it is necessary for:

• reasons of substantial public interest and/ or
• managing legal claims and/ or
• with your explicit consent

4. Disclosure to the police or other regulatory bodies where pursuant to the investigation or disclosure of a potential crime or national security matters such as Benefits or Tax Inspectors, UK Visas & Immigrations and the Foreign and Commonwealth Office.

Processing necessary for the performance of a task in the public interest, namely prevention and detection of crime.
Where we process Special Category data for these purposes, we do so because it is necessary for:

• managing legal claims

Disclosures are normally made under the crime and taxation exemptions

5. Administration of our CCTV system in accordance with our CCTV Code of Practice

Necessary for the performance of a task in the public interest, namely the provision of higher education and providing a safe educational environment facilitate prevention and detection of crime and assist with investigation into potential breaches of University regulations and policies.
Where we process Special Category data for these purposes, we do so because it is necessary for:

• managing legal claims

Disclosures are normally made under the crime and taxation exemptions

1. Processing and recovery of University fees, including course and accommodation fees.

Necessary for the performance of our contract with students.

2. Administration of financial awards and prizes such as scholarships, bursaries, and grants, including grants and scholarships provided by third parties

Legitimate purpose of administering financial support for students.

3. Administration of financial aid, such as hardship funding and loans

Legitimate purpose of administering financial support for students.

4. Disclosure to our external agents in relation to the repayment of student debts, where internal recovery attempts have proved unsuccessful.

Legitimate purpose of recovering student debts.

5. Disclosures to grant funding bodies to evidence allocation of grant funding payments,including payments of salaries and contact details of students undertaking grant funded work (examples of grant funding organisations will include the Medical Research Council, Erasmus, the European Commission, and International Embassies).

Legitimate purpose of administrating grant funds in accordance with funder requirements.

6. Disclosure to Student Loans or Grants providers such as the Student Loans Company (SLC), SAAS, SUSI etc to administer student fees and confirm enrolment on course and payments.

Necessary for performance of a task in the public interest, namely the proper administration of student funding support

7. Disclosure to organisations providing banking and online payment processing services such as Western Union, RBS etc.

Legitimate purpose of engaging third parties to process and manage our financial transactions

8. Administration of job applications and employment contracts where the students are employed by us or through services such as the Employability Service.

Necessary for the purposes of entering into an employment contract with students.
Where we process Special Category data for these purposes, we do so because it is necessary for:

• the purposes of preventive or occupational medicine and for the assessment of the working capacity of the employee.

9. Disclosure of engagement and attainment information to a private sponsor where this is a condition of sponsorship.

Legitimate purpose of supporting a contract to study between sponsor and student or necessary for the performance of a contract between the sponsor and ARU.

1. To provide help or request assistance any time you are on campus, or in ARU owned accommodation.

For the purpose of compliance with a legal obligation.
Where we process Special Category data for these purposes, we do so because it is necessary:

• in your vital interests and/ or
• in the substantial public interest

2. Using absence and sickness details to support your wellbeing.

For the purposes of:

• performing its contract with you and/or
• complying with a legal obligation imposed upon ARU and/or
• a task carried out in the public interest and/or
• protecting your vital interests including but not limited to:

1. Ascertaining your fitness to attend lectures and/or managing sickness absence.
2. Complying with health and safety obligations.

Where we process Special Category data for these purposes, we do so because it is necessary:

• with your explicit consent and/or
• in your vital interests

3.Holding recorded footage of you obtained from CCTV cameras for preventing and detecting crime, internal investigations of breaches of policy, and your health and safety.

Necessary for the performance of a task in the public interest, namely the provision of higher education and providing a safe educational environment.

4. Public Health matters: using health data shared by you to inform our Emergency Plan activities

Necessary for the performance of a task in the public interest, namely the provision of a safe educational environment and supporting public health emergency initiatives.

Where we process Special Category data for these purposes, we do so because it is necessary:

1. Disclosure to professional and industrial bodies wishing to communicate with students about career opportunities and membership of or registration with their body and where relevant to confirm your qualifications, accredit your course, provide references/statements of good character and on health with regard to fitness to practice

Necessary for performance of a contract of study in circumstances where membership of a professional body necessary condition of study and/or for the performance of a task in the public interest namely for a regulated statutory registration scheme (e.g. the General Medical Council for medical students or National Midwifery Council, etc)

Where we process Special Category data for these purposes, we do so because it is necessary:

• with your explicit consent
• to protect vital interests

2. 2. Sharing information with commercial partners to support work placements/ apprenticeships where these are part of your course in order to deliver our learning services, support your wellbeing and safety and to investigate any incidents.

Necessary for performance of a contract of learning where such placements are a requirement of your course
Where we process Special Category data for these purposes, we do so because it is necessary:

• in your vital interests and/ or
• in the substantial public interest to support your safety and welfare whilst on placement

3. Sharing your details with affiliated institutions, research partners and study event organisers to support study placements and events where these are part of your course.

Necessary for performance of a contract of learning where such placements are a requirement of your course
Where we process Special Category data for these purposes, we do so because it is necessary:

• in your vital interests and/ or
• in the substantial public interest to support your safety and welfare whilst on placement

4. Promoting your studies and the University’s activities through publishing on your Faculty’s internet pages your basic personal details, University contact details and details of your research.

We will process this information only with your consent.

1. Disclosure to the Higher Education Degree DataCheck service which allows employers or statutory bodies and their agents to verify basic degree and enrolment information about you with your agreement. You should note University degrees are a matter of public record and we can disclose details of your qualification without your consent.

Necessary for performance of a task in the public interest, namely provision of higher education services (necessary to maintain academic quality standards and integrity)

2. Registration as a member of University alumni upon graduation. Your data as an alumni member will be processed in accordance with our policies and this Privacy Notice.

Contact [email protected] to opt-out or amend preferences

Legitimate purpose of maintaining our relationship with graduates.

3.Disclosure of Graduate Outcomes survey results to the Higher Education Statistics Agency. 15 months after you graduate from us.

Necessary for the performance of a task in the public interest namely statistical purposes (HESA’s statistical analysis of graduate employment routes)

4. Disclosure to professional and industrial bodies wishing to communicate with students about career opportunities and membership of their body and where relevant to confirm your qualifications and accredit your course

Necessary for performance of a contract of study in circumstances where membership of professional body necessary condition of study (e.g. the General Medical Council for medical students)

5. Inviting students who have achieved an Award from us to attend (or otherwise participate in) a Graduation Ceremony

Necessary for performance of a contract of study of which the celebration of academic achievement is a part

6. Administer your attendance/ participation at a Graduation Ceremony, publication of Award details in the Event Brochure and to facilitate suppliers in providing associated services e.g. formal gown hire and memorabilia

Legitimate purpose of organising a Graduation Event

1.Disclosure of your name, contact, study, fee status, ethnicity, disability details and carer status to ARU NUS to facilitate your membership and their support activities.

Legitimate purpose of providing students with automatic access to our University's Students Union and their services

2.Disclosure of details supplied to ARU regarding sexual orientation and gender change only where you have stood or applied to vote in an election where proof of this information is a pre-requisite.

We will share this information where the NUS has stated that you have given your explicit consent.