Complaints Policies
Please use the links below to access documents related to our complaints procedures and privacy notices:
- Members of the Public Complaint Form
- Members of the Public Complaints Procedure
- Student Complaint Form
- Student Complaints Procedure
Privacy Notice regarding a complaint by a member of the public
Who are we?
Birmingham Newman University (Genners Lane, Bartley Green, Birmingham, B32 3NT) is the data controller and you are welcome to contact our Data Protection Officer by emailing dpo@newman.ac.uk or by post.
What type of personal data is collected?
Personal data that is collected during the process of a Complaint is processed using the lawful basis of ‘legitimate interests’ as it is in our and your legitimate interests that we have that personal data so that we can investigate and resolve the complaint.
The personal data that is processed during a Complaint is varied, depending on each complaint and can be wide ranging. It will almost certainly include the name and contact details of the complainant, the person/s who are the subject of the complaint as well as those of any witnesses or people who provide supporting statements. Individuals might choose to include information called ‘special category personal data’ under data protection law. This includes information about health (including mental health), race, ethnic origin, religion, sexual orientation, political opinions, philosophical beliefs, trade union membership, genetic data and biometric data. The legal basis for processing this kind of personal data is explicit consent which is provided by the data subject when they choose to include special category data as part of a Complaint process.
How will the personal data be used and how long is it kept?
We will use your personal data to help resolve your Complaint. We keep your complaints file (complaints form, correspondence, additional documentation provided by you, evidence, minutes, decision and outcome) until 15 months after we have sent you a Completion of Procedures Letter or, in the case where the complainant responds or submits a related complaint, 15 months after the final correspondence relating to the case. We will keep the Complaint file for longer if the complaint is against a member of staff. Such a complaint could be held for up to the current year and 6 further years after the end of employment. After this the case file is securely destroyed. Basic facts (name, date of complaint, list of correspondence, decision and outcome) about the investigation are kept on the Complaints Register for 5 years for auditing and reference purposes or in the case of it being against a member of staff, could be kept for up to the current year and 6 further years after the end of employment.
Who can access my personal data and will they share my personal data with anyone?
Personal data processed during a Complaint will only be accessible to relevant staff involved in considering Complaints and any related Appeal, for example, relevant administrators, the Complaints Panel and the Directorate including the Policy & Governance Coordinator, relevant Senior Executive Assistants, Deputy Registrar, Registrar and Vice-Chancellor. A record of a Complaint against a member of staff may also be held in HR Records, with access limited to relevant staff. Hard copies of personal information are kept in locked storage and personal data stored electronically is on our secure IT network whose servers are located within the EU. We do not share the personal data you have provided as part of the Complaint with any other organisations outside of Birmingham Newman University unless we believe we are compelled to by law.
What rights do I have regarding my personal data?
You have the right to correct or update your personal data at any time. You have the right to withdraw your consent at any time. However if you choose to do so before your Complaint is considered, we will not be able to take that information into consideration. To do either of these things please email complaints@newman.ac.uk
You have the right to data portability. This means that if you request it, we will provide you with a copy of the personal data you have provided to us so that you can transfer it to another data controller. We will provide it to you in a structured, commonly used and machine-readable format.
You have the right to see the personal data we hold about you. We recommend you use our online form. All information about how to request your data can be found on our website. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Birmingham Newman University, Genners Lane, Birmingham, B32 3NT.
You have the right to lodge a complaint with the Information Commissioners Office about the handling of your personal data and can find out more about this on their website https://ico.org.uk/concerns/handling/
Where can I get more information?
To find out about how Birmingham Newman University uses cookies on our website please see the Cookies and Internet Privacy Policy section below.
To read about data protection law in the UK please click https://ico.org.uk/for-the-public/
Privacy Notice regarding Student Complaints
Who are we?
Birmingham Newman University (Genners Lane, Birmingham, B32 3NT) is the data controller and you are welcome to contact our Data Protection Officer by emailing dpo@newman.ac.uk or by post.
What type of personal data is collected?
When you make a Complaint you provide us with personal information including your name, student ID and contact details. The legal basis for using this personal information is ‘legitimate interests’ as it is in our and your legitimate interests that we have that data so that we can resolve your complaint.
You might choose to include some information called ‘special category personal data’ under data protection law. This includes information about your health (including mental health), race, ethnic origin, religion, sexual orientation, political opinions, philosophical beliefs, trade union membership, genetic data and biometric data. The legal basis for processing this kind of personal data is your explicit consent which you provide if you make a Complaint.
How will the personal data be used and how long is it kept?
We will use your personal data to help resolve your Complaint. We keep your complaints file (complaints form, correspondence, additional documentation provided by you, evidence, minutes, decision and outcome) until 15 months after you have graduated or, in the case where the complainant responds or submits a related complaint, 15 months after the final correspondence relating to the case, whichever is longer. If you withdraw before graduation we keep it for 15 months after the next graduation date following your withdrawal. When this time has been reached, the case file is securely destroyed. Basic facts (name, student number, date of complaint, list of correspondence, decision and outcome) about the investigation are kept on the Complaints Register for 5 years after you leave the University for auditing and reference purposes. The outcome of the investigation is kept on your student record, in accordance with the Retention and Disposal Schedule. Please email dpo@newman.ac.uk for more information.
Who can access my personal data and will they share my personal data with anyone?
Your personal data will only be accessible to relevant staff involved in considering your Complaint such as the relevant Heads of Department, Dean, Complaints Panel, Deputy Registrar, Registrar and Vice-Chancellor. Hard copies of personal information are kept in locked storage and personal data stored electronically is on our secure IT network whose servers are located within the EU. We do not share the personal data you have provided as part of the Complaint with any other organisations outside of Birmingham Newman University unless we believe we are compelled to by law.
What rights do I have regarding my personal data?
You have the right to correct or update your personal data at any time. Please use MyNewman to update your details. For anything that you have included in the Complaint that it is not possible to update via MyNewman, please come to the Registry office to speak to one of the administrators. You have the right to withdraw your consent at any time. However if you choose to do so before your Complaint is considered, we will not be able to take that information into consideration. To do any of those things please email complaints@newman.ac.uk
You have the right to data portability. This means that if you request it, we will provide you with a copy of the personal data you have provided to us so that you can transfer it to another data controller. We will provide it to you in a structured, commonly used and machine-readable format.
You have the right to see the personal data we hold about you. We recommend you use our online form. All information about how to request your data can be found on our website. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Birmingham Newman University, Genners Lane, Birmingham, B32 3NT.
You have the right to lodge a complaint with the Information Commissioners Office about the handling of your personal data and can find out more about this on their website https://ico.org.uk/concerns/handling/
Where can I get more information?
To find out about how Birmingham Newman University uses cookies on our website please see the Cookies and Internet Privacy Policy section below.
To read about data protection law in the UK please click https://ico.org.uk/for-the-public/