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Student Wellbeing Services Privacy Notice

Privacy Notice for Student Wellbeing Services - Learning Support Plans (LSP) and Placement Support Plans (PLSP)

1) Introduction

Canterbury Christ Church University’s Student Wellbeing Services offer a variety of confidential support and advice to help support you when you need it.

This privacy notice applies if you have registered with any of the Student Wellbeing Services available and outlines what personal information we hold and how we use it.

2) Information about you: what we collect, how we use it and how we keep it safe

The information you provide will be used by Student Wellbeing Services to work together with others departments or services both inside and outside the University to support you. Your data is held by the University securely and used in compliance with the Data Protection Act and the UK General Data Protection Regulation 2018.

As part of our work we collect, record and share information to ensure that our support meets your needs.

The personal information we process includes:

  • your course and personal details held on student record systems
  • information you provide to us regarding your health and wellbeing including information on disability
  • information given to us on your behalf by third parties, for example, Disabled Student Allowance assessment centres, your doctor and the occupational health service.
  • information you shared in the Learning support plan (LSP) or Placement Support Plan (PLSP).

How we process the data for the Learning support plan (LSP) or Placement Support Plan (PLSP)

  • your course and personal details held on student record systems
  • information you provide to us regarding your health and wellbeing including information on disability
  • information given to us on your behalf by third parties, for example, Disabled Student Allowance assessment centres, your doctor and the occupational health service.
  • information you shared in the Learning support plan (LSP) or Placement Support Plan (PLSP).

Your records are vital in helping us to provide you with appropriate support.

We respect your confidentiality; however, we may have to share your information with your course director, course administrator, exams and tutors on a need to know basis.

3) The legal basis for the processing of the data

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

Legal Obligation

The legal basis for processing your personal data is to comply with a statutory obligation, specifically the Equality Act 2010. Reasonable adjustments are a legal requirement under the Equality Act to ensure our services are accessible to all disabled people. We are required to take reasonable steps to make adjustments where a provision, criterion or practice puts disabled students at a substantial disadvantage.

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.”

Public Interest

The University may use the information you provide to respond to any comments or complaints you make about our services. We would only share the information relevant to the complaint. The legal basis is the public task requiring us to investigate and respond to a complaint made by a student.

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

(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.”

Legitimate Interest

We will process information for disciplinary purposes where we have reasonable belief you have breached the University’s regulations or policies, resulting in a need for further investigation. It is in the legitimate interests of the University to ensure that students abide by our regulations and policies.

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

(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”

4) What happens if you refuse to provide your personal information?

If you choose not to submit any personal information when requested, we may not be able to provide you with our services.

5) Recipients of your Personal Data

We will share relevant information with University staff who support you in your studies, including those who run your course, particularly the course director. The course director will share the relevant information with those teaching and supporting you on your course.

We share the information with professional support staff who support you while you are at University. It might include disability advisers, support workers and other non-medical helpers.

We will only send a copy of your PLSP to your course director after you sign and return the form to us. We can accept an electronic signature. A member of the course team will agree with you on the reasonable adjustments before each placement commences. It is your responsibility to share your PLSP with your placement key contact.

We may have to share information with organisations outside the University where it is necessary. This might include medical professionals, suppliers of relevant services or goods and funding bodies.

We may have to share information but will seek to limit the information, where

  • it is required by law
  • It affects an individual’s vital interests, and we need to process the personal data to protect someone’s life. Otherwise, we will only share personal information about you if we have your permission. This includes providing information to parents, guardians and carers.

6) How does The University protect 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.

Where the University engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

7) Retention Period

We will keep your data for up to six years after the end of the academic year in which you last used our services. After this time, it will be destroyed securely.

Please refer to our Retention Period Policy to assess the retention period of your personal data. You can find the University Retention Policy here

8) 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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