Graduation Privacy Policy

This privacy notice details how we will process and store your personal information when arranging your graduation.

1) What information do we collect about you?

Most data we process and store about you is drawn from your student record. We process and store data including:

your name
your student ID
your contact details
qualifications which you are awarded
academic records while at the University
photograph(s) and video recording taken during the event.

We do not process your date of birth, ethnicity, or ID photograph from our Student Record system (SITS)

You will be asked to confirm if you require special arrangements in order to attend the event via the online RSVP. Disclosed personal data relating to disabilities and special arrangements for students will be processed by the Student Support and Wellbeing Office and only relevant information passed on to the Graduation team.

2) How do we use the information we collect about you?

We will process your data as such:

Prior to the ceremony

Identify which ceremony you are eligible to attend and make necessary arrangements for the conferment of your award (including arranging your gown and compiling the graduation ceremony programme)
Send you invites via your personal and CCCU email addresses
Agree special arrangements if you need these to attend the event.

In the ceremony programme

Your student name will be listed underneath your award title and subject within the programme published by the University.
Classifications are not published.

If you do not wish for your name to appear underneath your award title in the programme please email i-zone@canterbury.ac.uk at least five weeks before the event after which programmes are confirmed and printed and no changes can be made.

During the ceremony

Graduates’ names will be called out but classifications will not be read out.
Graduates will walk across the platform and shake hands with the Presiding Officer before leaving the platform.
Graduation ceremonies are public and are recorded and transmitted to the web throughout the ceremony (via a live stream feed). A recording is made available online after the event.
Photographs of the event and of graduates and attendees are taken by the Marketing team.
Recordings and photographs may be used in the future to promote activities of Canterbury Christ Church University within web or printed promotional materials. To find out more about this, see our separate Photography and Videography Privacy Notice.

3) The legal basis for the processing of the data

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we use to process your information are:

Contract

When you register with the university for a course you enter a contract which means the University needs to process your personal data to provide you with this service.

This includes processing your information for the purposes of arranging the graduation ceremony.

The legislation relating to processing data under this lawful basis can be found in UK GDPR, Article 6(1)(b):

(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.”

Legal Obligation

We may process your personal data because the University has a legal obligation to do so.

We may process your data for Health and Safety purposes.
We may share data with other organisations when required by law.

The legislation relating to processing data under this lawful basis can be found in UK GDPR, Article 6(1)(c):

(c) processing is necessary for compliance with a legal obligation to which the controller is subject.”

Consent

If you consent, we may process the following personal data:

Information regarding health conditions or disabilities relevant to providing you with the appropriate support on your graduation day.

The legislation relating to processing data under this lawful basis can be found in UK GDPR, Article 6(1)(a):

(a)the data subject has given consent to the processing of his or her personal data for one or more specific purposes.

4) Storing your personal data

The University takes the security of your data seriously. The University has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

We store the data that we process (including your name, details of your contact details, your academic record while at Christ Church University, including details of any degrees which you are awarded, personal data on any disabilities that are disclosed to the Graduation Team and any email correspondence) for 2 years.

5) Sharing your personal data

For the fulfilment of the contractual relationship, CCCU may be required to transfer your data to third party organisations, including Service Providers.

These include Partners, Agents, Contractors and other third parties to fulfil the contract.

For example, we share your data including award title, surname and student ID with Ede and Ravenscroft, our preferred gown suppliers, to confirm the appropriate gown for your award.

When CCCU uses a company to process your personal data on our behalf (data processors), we put in place a Data Processing Agreement (Art. 18 UK GDPR).

6) Contact Us

If you have any queries or concerns regarding the use of your personal data in regard to your event please email i-zone@canterbury.ac.uk.

7) The Data Controller and further information

Canterbury Christ Church University is the Data Controller for this personal data.

Please click the link below to access further information regarding:

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