1. About this Privacy Notice
This notice sets out how we process the personal data of prospective and current students. The details of how we process former students’ details is covered in our Alumni Privacy statement.
Please read this notice alongside our overarching privacy notice: Privacy Hub.
It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are aware of how and why we are using such information and what your rights are under the data protection legislation.
The University of Essex is the controller for the purpose of data protection law.
In the case of student accommodation, the data controller is University of Essex Campus Services Limited.
2. What type of information we collect about you
We will collect information related to your application and enrolment at the University and the use of our facilities. In certain circumstances that will include “special category data” where you choose to provide it.
For short courses and summer schools not leading to the award of credit, and for pathway courses and pre-sessional courses (including UEIC Pre-sessional English (PSE) courses and UK University Ready courses and in-country PSE courses) which are delivered by partner institutions, we hold an appropriate sub-set of the data mentioned below.
For UEIC pathway students, we hold an appropriate sub-set of the data mentioned below and will also ask you to complete a pre-CAS questionnaire a few months prior to you progressing to the University in order to support the progression process.
We will collect the following personal information:
- Your identity, including your right to study, your contact details, and those of next of kin in case of emergency
- Your application details, whether from UCAS, an agent, or received directly from you, including your previous study and qualifications
- Details about which course of study you are on, your level and stage of study, and your chosen modules
- Information about your progress, including submission of work, marks etc. This also includes information about your attendance and engagement with teaching events, and teaching materials, such as library resources and Moodle, and other university resources. Some of this information is made available to some students through LEAP, our Learner Engagement Portal. We also collect information about any breaks you take from study (intermission), any repeated study periods, and time spent studying abroad or on placement as part of your course
- Extracurricular activities
- Educational background
- Bank details
- Photographs, filming of student performances or other events
- CCTV footage and other information obtained through electronic means such as swipe/identity card records
- Information about your use of our information and communications systems.
- Information about any complaints against you, such as academic offences or breaches of our code of student conduct complaints
We will also collect some “Special category data”, which includes:
- Information about your race or ethnicity, religious beliefs for equality, diversity and inclusion monitoring and reporting
- Information about your health, including any medical condition, health and sickness records, and disability information, including mental health and wellbeing
- Sexual orientation and sex life, information about gender or transgender type
- Information relating to Covid-19 which may include symptoms, or vaccinations status, for full details please see our separate Covid-19 Privacy Statement
3. Why we use your personal data – and our legal basis for doing so
When we collect or otherwise process your personal data, we need both a purpose (i.e., a reason) and a legal basis. There are several legal basis under the UK General Data Protection Regulation. We generally rely on the following legal bases when processing your personal data.
3.1 Performance of a contract
As a student you have a contract with us, and in order for that to function we need to process certain information about you. We have set out our reasons for using your personal information in the table below.
3.2 Legal obligation
We have various legal obligations that we need to comply with, and we may need to collect, use, or share your personal information as part of that. We have set out our reasons for using your personal information in the table below.
3.3 Legitimate interests
From time to time, we may need to use your personal data to pursue our legitimate interests or those of a third party. We rely on legitimate interests when the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect your personal data which overrides those legitimate interests.
Where we rely on our legitimate interests we mean our:
- pursuit of our activities and objectives, or those of a third party;
- compliance with applicable legal and regulatory obligations and any codes of conduct;
- improvement and development of our business operations and service offering, or those of a third party; or
- protection of our services, students, employees and customers, or those of a third party.
We have set out our reasons for using your personal information in the table below. Where we rely on our legitimate interests, we have set out those interests in the table below.
We do not routinely rely on consent to process your personal data. If we wish to rely on your consent to process your personal data, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.
We rely on the legal basis of explicit consent for the purposes of:
- Collecting information relating to COVID-19 (please see our separate Covid-19 Privacy Statement)
- Collecting information about additional needs. We will further share some of this information within the University under a different legal basis (to comply with a legal obligation or our public task), e.g limited information is automatically shared with the Library in order to provide you with collection and/or alternative formats services
- Collecting information about disability, or any health or sexuality issues that may affect your study. This is not mandatory information, but we are unable to support you fully and to comply with our obligations under the Equality Act 2010 if you do not share this information with us
- We use data about individuals’ ethnicity, sexual orientation, disability and gender in order to ensure that we are supporting the specific needs of individual students and providing a fair and equal environment for all
Where we are relying on consent to process your personal data, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. You have the right to object to our use of your personal data at any time. Please see the Data Rights section of our Privacy Hub for a summary of your right to object and the details of who to contact if you want to exercise them.
3.5 Vital Interests
We may use your personal information in situations where we need to protect your vital interests (or someone else’s interests). For example, the University would inform the emergency services of known medical conditions of a student where they had lost consciousness.
3.6 Table 1