We ask that you read this privacy notice carefully as it contains important information about who we are, how and why we collect, store, use and share personal data, your rights in relation to your personal data and how to contact us and supervisory authorities in the event that you have a query or complaint.
In line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018) Newman University (Genners Lane, Birmingham, B32 3NT) is the data controller and we process your personal data as a new or current student in compliance with the law.
How do we obtain your personal data?
The University may collect your personal data in a number of ways, for example:
From information you provide to us when you join. This includes any applications you complete when joining us or enrolling on a programme;
Information you provide through UCAS and other admission procedures;
Through communication to or from you by telephone, email, or via the website. For example, when you call to make enquiries about the course or when you are raising concerns, when you provide your email address on the website so that we can keep you informed;
We may also gain your personal data from third parties, for example, from references, information from your sponsor, information from your previous educational establishments or professional bodies which may provide accreditation for you or confirm membership or delisting. Occasionally the police or social services or the student assistance programme also provide us with information if they deem it necessary for your wellbeing or the wellbeing of others. This personal data this is held securely and only shared on a strictly need to know basis.
What type of personal data is collected?
We may collect the following types of personal data about you:
your name, and contact information such as home and term-time address, email address and telephone number, as well as your date of birth, gender, marital status, passport number, country of domicile, nationality, immigration and visa information, an emergency contact, your photo, bank information, your accommodation type; whether you are a care leaver, whether any of your parents went to university, any personal data needed to prove eligibility such as for loans, bursaries or DfE related activities. N.B. It is the student’s responsibility to ensure that their emergency contact has consented to be their emergency contact i.e. for us to have their personal data. It is usually only a name or relationship e.g. mum / dad / partner and phone number.
if you explicitly consent to tell us the information, we hold information about your race or ethnic origin; religion or similar beliefs; health / disability information, sexual orientation, whether you have the same gender as you were assigned at birth. This type of personal data is called ‘special category personal data’. We use this information to plan for and provide help or reasonable adjustments, plan our courses and site facilities, ensure equal opportunities and for reporting and monitoring purposes. The University will make sure that access to, and the sharing of, your special category personal data are controlled very carefully.
in order to assess your suitability to work with patients, children or other vulnerable people and your ‘fitness to practise’ or ‘fitness to teach’ for entry into some regulated professions, it is necessary to process special category data, such as data about your health or disability. We always ask for your explicit consent to process this special category data. However if you choose not to give consent you may be restricted from studying on these programmes.
information relating to your education and employment history, the school(s), sixth form college(s) and other colleges or universities you have attended and places where you have worked, the courses you have completed, dates of study and examination results. We will also keep records relating to assessments of your work, details of examinations taken, your predicted and actual examination grades and other information in your student record;
information about your family or personal circumstances, and both academic and extracurricular interests, for example where this is relevant to the assessment of your suitability to receive a bursary or in order to provide you with appropriate pastoral care;
Information about your course or thesis;
Tuition and other fee charges, funding and payments;
Information about your sponsor (if applicable);
Details of incoming or outgoing student exchanges;
Leave of absence, authorised absence or, exclusion data;
Information about any academic appeals, misconduct or disciplinary investigations or complaints;
Information about extracurricular activities which are recorded on your transcript (such as volunteer work);
Data about your University examinations, assessments and results, the qualification awarded;
Your leaving date and the reason for leaving. (e.g. graduation, withdrawal etc.)
CCTV footage on campus
On campus accident or near miss records
Criminal convictions: the University may hold and process data about criminal offences and criminal convictions if you have disclosed this on your application or if it is appropriate, given the nature of your programme (for example, if a Disclosure and Barring Service (DBS) check is needed for your programme). We will only use information relating to criminal convictions where the law allows us to do so and in line with our Data Protection Policy. Personal data relating to criminal convictions will be retained confidentially and securely and access to that data will be strictly controlled. We will use information about criminal convictions and offences in the following ways:
To consider your suitability to become a member of the University or to continue to be a member of the University or to decide if any support or measures need to be put in place;
To comply with regulatory requirements to decide your suitability to study on a regulated programme or to practise in a regulated profession;
Consideration of safeguarding issues.
Personal data provided by you for the University to use to check the DBS Update Service may be stored and used by the University, for the same purpose, throughout the duration of your programme of study. After your programme it will only be kept for as long as it is needed, after which it will be securely destroyed.
The Faculty in which you study will also keep records about you, including:
Details of your engagement with procedures (including academic appeals, mitigating circumstances, ‘fitness to practise’, ‘fitness to study’, ‘fitness to teach’, leave of absence, academic misconduct procedures);
Attendance and absence records;
Information relating to modules, placements, examinations (including scripts) and assessments,
Any Reasonable Adjustments Plans (RAPs) or Individual Learning Plans (ILPs);
Your interactions with your tutors, supervisors and welfare tutors,
Visa and immigration data (if applicable); and
General correspondence and administration.
Library Services will also keep records about you, including:
Name and contact details
Your borrowing history
Fines;
Notes relating to interactions with library staff;
Inter Library Loans;
Reservations; and
Attendance at Library training or workshop events
E-resource account information (e.g. Open Athens) – Library Services engage external providers for library and other systems including but not limited to Capita, Bibliotheca and Eventbrite.
If you live in University accommodation, the University will also have the following records about you:
Name and contact details
Dates of accommodation tenancy
Financial records of accommodation tenancy
Health information
Emergency Contact Details
The University provides access to a student assistance programme for students who live in university accommodation. The student assistance programme is run by an external provider. It is a confidential service and the external provider will only share with the university, personal data about a student who has accessed its services where the health, wellbeing or welfare of that student or another person is deemed to be at imminent risk. In these circumstances consent will be requested from the student, although the information may be shared without consent where it is necessary to protect the student or another person’s vital interests. The external provider would notify the University’s agreed point of contact and follow any agreed steps if the point of contact is unavailable.
The University will also keep records about your use of the academic and non-academic facilities and services that we offer and processes and procedures with which you engage (for example, if you are a student representative or you raise a concern or complaint) or which you are subject to (such as misconduct proceedings). If you provide contact details or any other personal information to Chaplaincy they will use it to contact you about what Chaplaincy can offer, how to get involved and to provide Chaplaincy support to you – they not share it with an external organisation unless required to law.
The following areas will also keep records about you if you use the service they offer or are involved in a procedure they administrate:
Privacy Notice for the Academic Misconduct Process
Last Updated: December 7th 2021
At Birmingham Newman we respect the dignity and worth of each individual and this includes the way we treat personal data. Each year when you enrol you provide the University with personal data about yourself. This is shared with the staff who need access to it to enable your programme to run well. Sometimes you may be asked for additional personal data by an area of the University that needs it for a specific purpose. This notice explains the use of personal data collected during the Academic Misconduct process.
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?
If your work is being investigated under the Student Academic Misconduct Procedures you may choose to share some personal data or sensitive personal data as part of your response to the allegation or as part of an appeal against the outcome of the investigation. The University may take that personal information into account when dealing with your case on the legal basis of ‘legitimate interests’. Under the General Data Protection Regulation (GDPR) sensitive personal data is known as ‘special categories of data’ and this includes race; ethnic origin; politics; religion; trade union membership; genetics; biometrics (where used for ID purposes); health; sex life; or sexual orientation. The legal basis for the University taking into account any special category (i.e. sensitive) personal data is the person’s consent. Our correspondence with you states that it is your choice if you share any special category (i.e. sensitive) personal data and if you do so you are consenting for the University to use it purely for the purpose of the Academic Misconduct investigation, subsequent provision of support or any related appeal. The University will treat your personal data very carefully as outlined below.
How will the personal data be used and how long is it kept?
We will use your personal data and any sensitive personal data only as part of the Academic Misconduct investigation. We keep your academic misconduct file (correspondence, evidence, minutes, decision and outcome) until 15 months after you have graduated. 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 investigation, list of correspondence, allegation, decision and outcome) about the investigation are kept on the Academic Misconduct 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 the Academic Misconduct investigation, Assessments staff and, where appropriate, Student Support. Hard copies of personal data 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 your personal data with any other organisations outside of Birmingham Newman University unless we believe someone’s life is in danger or 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 Academic Misconduct investigation that it is not possible to update via MyNewman, please email the staff member who has contacted you about the Academic Misconduct investigation or email dpo@newman.ac.uk . For any sensitive data you have shared as part of an Academic Misconduct investigation, you have the right to withdraw your consent at any time, however if you choose to do any of these before your Academic Misconduct investigation is considered, we will not be able to take account of that personal data as part of the investigation. You have the right to restrict the processing of your data or to have your personal data erased. To do any of those things please email dpo@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 to dpo@newman.ac.uk or by post to Birmingham Newman University Genners Lane, Birmingham, B32 3NT.
You have the right to lodge a complaint with the Information Commissioner’s Office 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 Birimingham Newman University uses cookies on our website please view our Cookies Policy.
To find out more about Data Protection at Birmingham Newman, read Newman University’s Data Protection Policy.
This privacy notice covers the personal information which is accessible to Newman University when you log on to the eduroam Wi-Fi network. We recommend you also read eduroam’s privacy notice for full information about their use of your personal data. You can also connect to eduroam at many other institutions. We recommend you also refer to the Wi-Fi privacy notices at any institutions where you use eduroam.
Who are we?
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?
When your device connects to eduroam using your Newman eduroam ID, either at Newman or another site, we will log the following information here at Newman:
time and date.
your Newman eduroam ID, which is your computer username followed by @newman.ac.uk. (e.g. ABCD400@newman.ac.uk)
the institution you are connecting at, in most cases, and the wireless access point you are connecting to, which provides an approximate location.
your device’s MAC address.
a code, assigned by us, called a “Chargeable User Identity”, which can be used to link the logs about you at Newman to ones at another institution you have visited.
When you are connected at Newman we will also log “traffic information” when you access other machines:
time and date.
IP address of the other machine.
type of service accessed (eg. web, email.)
traffic information will NOT contain information about the contents of the access, such as the actual web page you looked at or the information on it. (If you are accessing a Newman service the machine concerned may be separately logging this or other information, see IT User policies in particular the General Conditions of Use of Computing and Networking Facilities.)
When you are connected to eduroam at another institution they may log:
time and date.
the wireless access point you are connecting to, which provides an approximate location.
your device’s MAC address.
traffic information.
your “Chargeable User Identity” for that site.
if your device does not support an “Anonymous Outer Identity” or is not configured to use it they may be able to log your Newman eduroam ID. The “eduroamCAT” set up programs will configure your device to use this if possible.
How we store your data
The personal data stated above is stored by Newman on servers in the EU for 12 months after which all personally identifiable data we store about you is deleted.
How your data is used
Under data protection laws there are six different lawful grounds for an organisation to process data. We apply ‘legitimate interests’ where we judge the use of the personal data to be within our legitimate interests (or the legitimate interests of another party) and where we do not deem this be privacy intrusive or a risk to your own rights and freedoms. This is where the use of data poses no risks to individuals. Data is collected by the eduroam Wi-Fi network on the basis of ‘legitimate interests’. We use your data for the purposes of monitoring how the Wi-Fi provision is being used, improving services or investigating technical issues (such as the work of IT Services). It may also be used to investigate cyber security situations.
Who may use your data
eduroam is designed to work with anonymised personal data wherever possible. Your data may be used by eduroam, the owner of the venue you visited or selected third parties. We recommend you read eduroam’s privacy notice for full information about their use of your personal data. At Newman University your personal data will only be accessible to relevant staff involved in IT Services. Your data may also be provided to regulatory bodies where we are under a legal obligation to do this, to protect our own rights or if we feel someone’s safety is at risk.
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 restrict the processing of your data or object to the processing of your data. However if you do restrict or object to the processing of your data you will no longer be able to use the Wi-Fi provision unless you re-register. To do any of these things please email itservicedesk@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 information we hold about you. You can access and amend the data eduroam holds about you. Read eduroam’s privacy notice for how to do this. To access the personal information that Newman University holds about you through the eduroam Wi-Fi network, 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 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 Newman University uses cookies on our website please click here.
To read Newman University’s data protection policy please click here.
To read the eduroam privacy notice please click here.
Privacy Notice for Graduation Confirmation
Last Updated: December 7th 2021
At Newman we respect the dignity and worth of each individual and this includes the way we treat personal information.
Who are we?
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 confirm your plans for graduation we ask you to check the following personal information: name, contact details and programme details. This enables us to check your student record is accurate and make any updates needed. The legal basis for using this personal information is ‘public task’ as organising graduation is a core task of the university, which is a public body. For anything that it is not possible to update via the Graduation Confirmation task, please come to the Registry office to speak to one of the administrators or email registry@newman.ac.uk.
If the graduation is at a venue:
The University also takes photos and video footage of graduands / graduates and the graduation audience. The legal basis for this is ‘legitimate interests’. Please read our Privacy Notice for Photography and Filming for more information.
Your photograph will be taken whilst you cross the stage by the ceremony photographers, Ede & Ravenscroft. If you wish to have this photograph deleted and not used please contact Ede & Ravenscroft
If the graduation is online:
The event is recorded.
You have the option of contributing an image / video or yourself to be included in the event.
Stills (e.g. screenshots) and moving excerpts of the graduation may be made and use by the Marketing team. The legal basis for this is ‘legitimate interests’. Please read our Privacy Notice for Photography and Filming for more information.
Appropriate photographs and films of these in-venue or online events may be used to promote the activities of the University and these may appear in any of our promotional materials, in printed or electronic format, including web sites, multimedia productions, course leaflets or prospectuses. Photographs, films and recordings of the in-venue or online event may also be stored indefinitely as part of the University archive to have a record of the University’s history. Visual images will be used and retained strictly in accordance with the UK data protection laws and the University’s records retention schedules.
How will the personal information be used and how long is it kept?
For graduations in a venue, we will use your personal information to enable you to request to attend, graduate in absentia which includes receiving your award (either in person or by post) or defer. For online graduations we will use personal information to enable you to request to join the online graduation, opt out of the online graduation or defer.
We keep your personal information for University records, which 10 years after Graduation will only include your name, student number, date of birth and academic record (i.e. results gained and award confirmed). We keep address details for any certificates posted out, in order to audit track these official documents. When this time has been reached, the personal information is securely destroyed. Graduation photographs will be permanently deleted when no longer useful for archiving or marketing purposes.
Who can access my personal data and will they share my personal data with anyone?
At the University your personal data will only be accessible to relevant staff. Hard copies of personal information are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EU.
We share the personal data with Reach plc (if the graduation is at a venue) for news publicity and Campus Clothing, for merchandise materials unless you indicate on the online graduation task that you wish to opt out of this. Names of graduands are recorded in the graduation brochure. If you attend an online graduation your personal data will be stored on the online facility (such as StageClip) and any recording of this graduation. The legal basis for this is ‘public task’ as graduation is a core task of the university, which is a public body. In addition to the circumstances stated above we will share your personal information if we believe someone’s life is in danger or we believe we are compelled to by law.
Photographs may be shared with printing companies, solely for the purpose of printing marketing material and with publicity companies for marketing purposes.
What rights do I have regarding my personal data?
For personal data held by the University, you may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email dpo@newman.ac.uk 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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT. Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However no ‘automated individual decision-making and profiling’ is carried out regarding graduation so these rights are not relevant in this context. You have the right to lodge a complaint with the Information Commissioner’s Office about the handling of your personal data and can find out more about this on their website .
Where can I get more information?
To find out about how Newman University uses cookies on our website please click here.
To read Newman University’s data protection policy please click here.
Privacy Notice for SKE Bursary, ITT Training Bursary or ITT Training Scholarship Award Applications
Last Updated: December 7th 2021
This privacy notice is for people who apply for an SKE (Subject Knowledge Enhancement) Bursary, ITT Training Bursary or ITT Training Scholarship Award. We collect personal data you provide to us in your application form when you apply for either of these bursaries or the award.
The categories of information that we process include:
This includes:
• Personal identifiers and contacts (including name, contact details date of birth and address) • Characteristics (including gender) • Information relating to your education and career (including Career status, Degree subject, Degree class and University) • Information relating to your Scholarship (including correspondence from the relevant Professional Body) • Payment information (including bank account details) • Relevant information required to enable us to assess your eligibility against the criteria stated in the relevant funding manuals.
Purpose of the processing and legal basis for the processing:
We collect and use your information to process your SKE Bursary, ITT Training Bursary or Scholarship award application and administer the scheme. Such processing is necessary to take steps at your request prior to confirming any award and entering into a payment arrangement with you.
We will share your personal data with The Department of Education (“DfE”) who may retain and use your information for the purposes of monitoring and assuring the SKE / ITT Training Bursary funding provided. The legal basis for the DfE processing this data is that such processing is necessary for the Department to perform a task in the public interest pursuant to Section 14 of the Education Act 2002.
Who we share your information with:
We will share the following information with the Department for Education (“DfE”) who is a joint controller of that data, with respect to their monitoring and assurance processes: • Identification, e.g. driving licence or passport • ITT subject, e.g. registration form or offer letter • Withdrawal, e.g. withdrawal form, email correspondence or SLC change of circumstances form • Degree classification, e.g. degree certificate or transcript • Scholarship, e.g. copy of award correspondence from Professional Body • Payments, e.g. transaction report or bank statements • Completion, e.g. final course assessment or ratified board minutes. This list is not exhaustive, and all evidence must be identifiable against the relevant trainee. The Department also reserve the right to ask for explanations of any variances while reviewing the submitted data and documents.
DfE’s Data Protection Officer can be contacted as follows: Emma.Wharram@education.gov.uk Department for Education, Rivergate, Bristol BS1 6ED
When we share your data with DfE this is in keeping with a data sharing agreement between the two organisations. Under that agreement we are the point of contact for any queries or requests you have in respect of your personal data. The agreement sets out the purposes for which we and DfE may process and share your personal data (such purposes being as notified to you in this notice) and our agreement to cooperate to protect your personal data and deal with any requests you may have.
Retention period:
Your personal data may be kept by us for up to seven years and by DfE for seven years as retention and progression are of prime interest to DfE. We or DfE may need to keep your personal information for a longer period if there is sufficient cause. We or DfE will put in place necessary measures to safeguard this information.
International transfers:
The data you provide will not be transferred outside the European Economic Area.
Your rights:
Under data protection legislation, individuals have the right to request access to information about them that we hold. To make a request for your personal information, contact:
dpo@newman.ac.uk or Data Protection Officer, Newman University, Bartley Green, Birmingham, B32 2RJ
You also have the right to:
• object to processing of personal data that is likely to cause, or is causing, damage or distress • prevent processing for the purpose of direct marketing • object to decisions being taken by automated means • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and • a right to seek redress, either through the ICO, or through the courts
Complaints:
If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance using the contact details above or directly to the Information Commissioner’s Office at www.ico.org.uk/concerns/
Privacy Notice for Lecture Recording
In line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018) Newman University (Genners Lane, Birmingham, B32 3NT) is the data controller and we process your personal data as a new or current student in compliance with the law. This privacy notice is to tell you how that personal data is used and protected by Newman.
Why are some teaching sessions recorded?
In order to improve student experience of teaching sessions being delivered online, Newman University might record the online teaching session and post it to the lecture capture portal (Panopto). Tutors sometimes put links to that Panopto page on the relevant page of the virtual learning environment (Moodle). The recorded is made and posted up to enable absent students to access the teaching session, students who attended to re-visit the session and tutors to reflect on the teaching session and plan future teaching sessions accordingly. Depending on how the teaching session is delivered this may include the recording of audio or video of the tutors and / or students. Occasionally short excerpts of recordings may be used within the University to demonstrate good technological / pedagogical practice.
How do I know if the teaching session is being recorded?
If you are being taught on campus you will know if the teaching session is being recorded by the University as the green light in the classroom will be lit up. If the green light is on a recording is taking place. If the green light is off, the system is not recording the session.
If the teaching session is happening online i.e. via Zoom you will know if it is being recorded as a red circle and the red text ‘Recording’ will show on your computer screen. If you have phoned into Zoom, instead of using the software, the Zoom-voice will state ‘This meeting is being recorded’.
Is the whole recording personal data?
No. Parts of that recording could count as personal data according to data protection laws. Personal data in recordings would include your name, images of you and any opinions you contribute and anything you say about yourself.
What is the lawful basis of processing personal data in the recorded lecture?
The lawful basis for processing this personal data is legitimate interests. This applies when the data processing is not required by law but is of a clear benefit to the organisation or the individual, there is limited privacy impact on you as the individual and we think you would reasonably expect us to use the personal data in the way that we wish to. Tutors do not need to ask permission to record the lecture, either on campus or if being delivered online.
Can I opt out of having my personal data recorded?
If the teaching is happening in person and you do not want to be recorded you make sure you are not in view of the video camera and you could choose not to speak during that session or ask the tutor to edit out where you spoke. They will consider the reasonableness of this to achieve but are not obliged to do it.
If the teaching session is taking place online you could mute your microphone or turn off your webcam. We hope you don’t feel the need to avoid those things as your tutors and your fellow students value your contribution to the sessions but you are allowed to do so unless the session is being recorded for assessment purposes and your contribution is being assessed. You can choose what name to display in your Zoom account and therefore what shows on a Zoom call. We encourage the use of your real name, as this will help your tutors and fellow students to know who you are but you do not need to display your full name. Simply your first name, or first name and initial is recommended. If you are phoning into the Zoom teaching session, instead of using the Zoom software the name of your phone or phone number may show up in Zoom for the other participants to see. If you do not want this to show up then then one way to prevent it from happening is to use a code before you dial the Zoom number. From a mobile type #31# before manually typing the Zoom phone number (e.g. 020 8080 6591). If you are phoning from a landline type 141 before the Zoom phone number.
How are the recordings stored and shared?
If, for example when teaching sessions are being delivered online, tutors are having to work on their own devices (e.g. laptop, tablet) the recordings will only be saved on those devices until it is technically possible for them to be uploaded to Panopto or transferred to the University network. Once they are on Panopto or the University network they are deleted from other devices. The recordings will be kept securely on the Newman server, which is in the EU. The recordings will stored and posted on the relevant virtual learning environment (Moodle) or Panopto page for the rest of the academic year plus a maximum of nine academic years as this is the maximum period of student registration (i.e. the maximum time a student has in which to complete their programme of study). The recording is then permanently deleted. The recordings will be accessible to relevant staff and relevant students. If the recordings are downloadable from the Moodle / Panopto page students must not download them, share them or edit them in anyway. They will remain on the University site for your access until the end of your studies so there is no need to download them.
The University may share the recordings with the police and other law enforcement agencies, for the prevention or detection of crime.
The Information Commissioner’s Office is the regulatory body for data protection. You can read about your data protection rights at on the Information Commissioner’s Website https://ico.org.uk/your-data-matters/ and also in the main Privacy Notice for Students.
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/
Privacy Notice for Mitigating Circumstances
This is the page for the Privacy Notice for Mitigating Circumstances, which tells you how our personal data is used and protected during the Mitigating Circumstances process. If you are looking for the Mitigating Circumstances form please follow this link to the Mitigating Circumstances page on the intranet and when you have read the information on that page, please scroll to the bottom of the page to download the form. When you follow the link you will need to type in your Newman username and password to gain access to the intranet.
Who are we?
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. At Newman University we respect the dignity and worth of each individual and this includes the way we treat personal information.
What type of personal data is collected?
When you apply for Mitigating Circumstances you provide us with your name, student number, programme and reasons you are applying for Mitigating Circumstances. We know that the reasons you are applying for Mitigating Circumstances might be very sensitive and we will treat that information particularly carefully. By 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 personal data is your consent which you provide when you make your application. You might also include that you wish for your personal details to be shared with the member of staff administering the Digital Learning and Support Grant system. The legal basis for processing this personal data is your consent which you provide on the application form.
How will the personal information be used and how long is it kept?
We will use your personal data to help the Mitigating Circumstances Board consider whether or not to grant you Mitigating Circumstances. We keep a record of your Mitigating Circumstances application and outcome for 10 years from when you apply as we need to keep it for the duration of your studies. The maximum ‘duration of registration’ for undergraduate programmes is 6 years, with students additionally having the opportunity to suspend and return. When this time has been reached, the personal information is securely destroyed.
Who can access my personal information and will they share it with anyone?
Your personal information will be accessible to relevant people such as the Mitigating Circumstances Board, Mitigating Circumstances administrators, electronic workflow systems administrators and those involved in any appeal about the Mitigating Circumstances Board decision. If you state that you are pregnant, this information will be passed to your Programme Leader so that they can they can complete a pregnancy support plan with you, which is a Health and Safety legal requirement. The electronic workflow systems administrators would only see the personal information if there was a fault in the system and they are requested to resolve it. The personal information may also be shared with staff involved in any Mitigating Circumstance application you may submit.
If the Digital Learning and Support Grant is open for applications and in your Mitigating Circumstances application you agree to the sharing of your personal data, your details may be passed to the team who administer the grants. Only your student number will be shared, the grant administrator will not see any details of your Mitigating Circumstances application. Please note that any referral made is not a guarantee of a grant offer.
Hard copies of personal information are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the UK. We do not share your personal data with any other organisations outside of Newman University unless we believe someone’s life is in danger or 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 that it is not possible to update via MyNewman, please come to the Registry office to speak to one of the administrators. For personal information you have provided us consent to use, you have the right to withdraw your consent at any time. However, if you choose to do that before your application is considered, the Mitigating Circumstances Board may not be able to consider your application. To withdraw consent please email assessments@newman.ac.uk
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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.
Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.
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 Newman University uses cookies on our website please click here.
To read Newman University’s data protection policy please click here.
This Privacy Notice covers the personal information of alumni which is held and used by Newman University Alumni Association. For information about your student record held by the University please read the Privacy Notice for Students.
The Alumni Association is for people who have graduated from Newman University. You are asked whether you agree to join the Alumni Association when you enrol at the University and when you register for Graduation. If you have chosen to leave the Alumni Association but later wish to re-join you will need to email alumni@newman.ac.uk to request this.
It is important that the personal information we hold about you is accurate and current. Please keep your personal information updated during your relationship with us. We encourage you to update your details online www.newman.ac.uk/about-us/alumni/update-your-details/
Who are we?
Newman University Alumni Association is part of Newman University (Genners Lane, Bartley Green, Birmingham B32 3NT), who is the data controller. 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?
The Alumni Association holds personal data about its members.
Title (e.g. Ms / Mr / Mx etc.)
First Name
Preferred First Name
Surname
Date of birth
Postal address including country and postcode
Email Address
Subjects studied and Degree Award name (i.e. the subjects you studied and the classification such as a first, upper second, lower second, pass, etc.)
Date Awarded
Year of Graduation (often referred to as the ‘Class of XXXX’)
A record of interactions with you
Some of this will have been copied from your student record onto the Alumni Association database. Most of that personal data will have originated from you such as your name, date of birth and contact details. Some of the information will have been provided by the University such as the subjects you studied, the degree classification, date awarded and year of graduation).
What is the purpose and lawful basis for processing your personal information?
We only process data for specified purposes and if it is justified in accordance with data-protection law. In general terms, we process your personal data for the purposes of providing you with an experience of being part of the Alumni community, engaging with the University after you have graduated and providing you with opportunities to support the University which could include for fundraising, alumni communications and related services by the Alumni Office. More specifically, these alumni activities may include:
sending you publications (e.g. alumni magazines and email newsletters about the University and fundraising).
inviting you to alumni events, reunions and University events.
providing you with information about University services and internal benefits for alumni.
providing you with information about the external benefits for alumni.
providing you with information about job vacancies and career development opportunities.
providing you with information about further study opportunities, including fee discounts.
providing you with information about volunteering opportunities. We facilitate communication between individual alumni with providers of volunteering opportunities, but in doing so we do not release personal contact details without your consent.
inviting you to re-connect with former classmates. We facilitate communication between individual alumni, but in doing so we do not release personal contact details without your consent.
inviting you to feature in or contribute to publications or marketing materials.
giving you the opportunity to represent the University at events or promote the University through your own contacts / networks (for example, your workplace).
conducting alumni surveys and requesting participants for academic research.
administrative purposes (e.g. to keep your personal data up-to-date, processing feedback or to administer an event you have registered for or attended).
The University may commission photography / videography on campus or at specific events, for use in its internal and external promotional material or university archive material. Alumni who attend these events may appear on the resulting images, and the resulting images may be published. Please see the Privacy Notice for Photography / Filming for more information.
There may be other processing in addition to the above, and we will inform you about such processing at the time when the data is obtained or as soon as reasonably possible thereafter.
The legal basis for processing your personal data for the purposes set out above is that it is necessary for the pursuit of our legitimate interests in maintaining an alumni network, offering social opportunities to Alumni and marketing programmes of study. The lawful basis for sending you electronic marketing (e.g. by email or phone) is your consent, which you choose to provide when you enrol at the university and re-confirm as part of the graduation registration task.
In addition, we may undertake some processing for the performance of tasks carried out in the public interest or in the exercise of our official authority, for example the completion of the Graduate Outcomes Survey. This involves passing your details to limited University colleagues or an outside agency who contact you to ask you to complete the Graduate Outcomes Survey.
How do you store my personal data?
Hard copies of personal information are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EU. Where other organisations hold our student data (for example where a database is cloud-hosted), Newman only enters into agreements where that data is held on servers in the EU or in the US where the organisation is registered with the UK-US Privacy Shield or where Standard Contractual Clauses (SCCs) are in place. Where we engage third parties to process personal data it will do so on the basis of a written contract which conforms to the security requirement of the GDPR and DPA 2018.
How long do you keep my personal data?
We keep your personal data for as long as you are a member of the Alumni Association. This is 90 years after you leave the university unless you request to leave the Association before then. However if we believe that your personal information is out of date and after reasonable but unsuccessful efforts to contact you to check that the information is still relevant, we may make the decision to remove your personal information from our database. This is so that we are not storing personal information unnecessarily. If this happens, you are still welcome to re-join the Association at any time by contacting the Alumni Office via alumni@newmana.c.uk
Who does the University share my personal data with?
We share your personal information with relevant staff, for example those working on behalf of the Alumni Office or assisting with events, promotion of the University etc. On occasion we may need to share your personal information with third parties, for example:
Recipients
Data which we may share with them
Event providers
Any personal information relevant for the administration, accessibility, assistance or catering requirements at events run by a third party.
Employment providers
Your CV and course information.
Volunteering providers
Your CV as well as any accessibility and assistance requirements and related information.
Third parties engaged by the University to provide alumni and fundraising related services
Contact details and course information.
Data processors i.e. third parties who process personal data on our behalf e.g. software providers
Contact details and course information.
Third parties who provide legal assistance
Any relevant personal data
We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them.
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 www.newman.ac.uk/about-us/alumni/update-your-details/ to update your details. Where you have provided consent, you may withdraw that consent at any time. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. If you choose to have all of your personal data removed from the Alumni database, you will no longer be a member of the Alumni Association. To carry out any of the listed rights above, or if you have followed the links but would like clarification please email dpo@newman.ac.uk
If you ask us to delete your personal data, we will delete it from our Alumni Association database and create a core set of personal data on a suppression list which comprises very brief information to ensure that we do not inadvertently contact you in future. If we have any financial or contractual records about you, they will need to be kept for the current year plus six years. We will tell you if this is the case.
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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.
Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.
You have the right to lodge a complaint with the Information Commissioner’s Office about the handling of your personal data and can find out more about this on their website https://ico.org.uk/concerns/handling/
At Newman we respect the dignity and worth of each individual and this includes the way we treat personal information. This Privacy Notice is meant to help you understand what data we collect, why we collect it, what we do with it, how we keep your personal data safe, and your individual rights over your personal data.
Who are we?
Newman Sports Centre is part of Newman University. We welcome students, staff, alumni and members of the public as members of the Sports Centre. If you have a query regarding the personal data the Sports Centre holds about you please contact j.hodges@newman.ac.uk .
Under data protection law Newman University (Genners Lane, Birmingham, B32 3NT) is the data controller of the personal data held by the Sports Centre 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 join the Sports Centre you provide us with the following personal information:
name
contact details
date of birth
whether you are a Newman student / staff / alumni or member of the public (i.e. ‘community member’)
an emergency contact. N.B. It is your responsibility to ensure that the emergency contact is happy for you to provide us with their contact details.
The legal basis for using the personal information listed above is ‘for the performance of contract’.
On the Membership Enrolment Form you are also asked to state medical conditions / issues that Sports Centre staff should be aware of. Under data protection law this type of information is called ‘special category data’ and we require your explicit consent to process this information. You do not have to inform the Sports Centre of any medical conditions / issues but if you choose not to you are putting yourself at risk of participating in activities which are unsuitable for your health or you may not be enabling staff to respond in the most effective manner should you suffer a health incident .
How will the personal information be used and how long is it kept?
We will use your personal information to process your membership of the Sports Centre and to assess the safety of your participation in the various services provided. We keep your personal information from the year you join, until the year after you stop using your membership. After this time your personal information will be securely destroyed. Please note, as membership is available to alumni and members of the public, you are able to continue your membership after you have left the University.
Who can access my personal data and will they share my personal data with anyone?
Your personal data will only be accessible to relevant Sports Centre staff. Hard copies of personal information are kept in a secure location 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 for these purposes with any other organisations outside of Newman University unless we believe someone’s life is in danger or 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 update your details (contact details and any health information) by asking the Sports Centre desk staff. If no-one is at the desk please email j.hodges@newman.ac.uk For personal information you have provided us consent to use (i.e. health information), you have the right to withdraw your consent at any time. However if you choose to do so, you may be putting your safety at risk.
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 dedicated web page. You can also contact our Data Protection Officer by email dpo@newman.ac.uk or by post Newman University, Genners Lane, Birmingham, B32 3NT.
Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.
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 Newman University uses cookies on our website please click here.
To read Newman University’s data protection policy please click here.
At Newman we respect the dignity and worth of each individual and this includes the way we treat personal data. Each year when you enrol you provide the University with personal data about yourself. This is shared with the staff who need access to it to enable your programme to run well. Sometimes you may be asked for additional personal data by an area of the University that needs it for a specific purpose. This notice explains the use of personal data collected during the Disciplinary process.
Who are we?
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?
If you are investigated under the Student Disciplinary Procedures, you may choose to share some personal data or special category personal data as part of your response to the allegation or as part of an appeal against the outcome of the investigation. The University may take that personal information into account when dealing with your case on the legal basis of ‘public task’, which means it is part of the role of the University. Special category personal data 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 the University taking into account any sensitive personal data is the person’s consent. Our correspondence with you states that it is your choice if you share any sensitive personal data and if you do so you are consenting for the University to use it purely for the purpose of the Student Disciplinary investigation or any related appeal. The University will treat your personal data very carefully as outlined below.
How will the personal data be used and how long is it kept?
We will use your personal data as part of the investigation. We keep your student disciplinary file (disciplinary allegation, correspondence, additional documentation provided by you, evidence, minutes, decision and outcome) until 15 months after you have graduated. 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, allegation, list of correspondence, decision and outcome) about the investigation are kept on the Disciplinary 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 the Student Disciplinary Procedures such as the relevant Faculty Administrators, Heads of Department, Dean, Disciplinary Panel, Deputy Registrar, Registrar, Deputy Vice-Chancellor and Vice-Chancellor, and also your Personal Tutor / Academic and Professional Tutor. A record of the disciplinary outcome is kept in your student record which is accessible by relevant Registry staff. Hard copies of personal information are kept in a secure location 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 Student Disciplinary with any other organisations outside of Newman University unless a) we believe we are compelled to by law b) we believe someone’s life is in danger and c) we believe it is appropriate to share it with the police authorities or social services.
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 Student Disciplinary 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 Student Disciplinary investigation is completed, we will not be able to take that particular information into consideration. To do any of those things please email dpo@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 wherever possible.
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 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 Newman University uses cookies on our website please click here.
To read Newman University’s Data Protection Policy please click here.
Student Support Services takes your privacy very seriously. Any information you disclose to Student Support Services either as an applicant or as an existing student will be handled sensitively and confidentially, in accordance with the Data Protection Act and the General Data Protection Regulation.
We understand that any information you share is regarded as sensitive and private, it is therefore only accessible to those members of staff who are involved with providing you with support.
What records do we keep?
For administrative purposes Student Support Services records basic information such as name, course and contact details. During appointments with members of student support staff you may provide information of a personal or sensitive manner concerning for example, finances, disability, a mental health condition or personal difficulties. A record of the discussion may be kept on paper and or electronically to ensure that appropriate support and guidance is provided. Notes may record the key points or issues raised, the advice given and any further action to be taken.
Paper records (student files) containing personal information are kept securely locked within the student support area, electronic files are stored securely on the computer system.
The lawful basis for having your personal information on record is ‘legitimate interests’ (for example we need your name and contact details in order to provide you with the service), ‘legal obligation’ (for example, some of the services such as Counselling have a professional obligation to keep case notes) and ‘consent’ for any sensitive information you share with us. Sensitive data is called special category data in data protection law. This is information about an individual’s: race; ethnic origin; politics; religion; trade union membership; genetics; biometrics (where used for ID purposes); health; sex life; or sexual orientation. Information relating to safeguarding is processed on the lawful basis of legitimate interest as it is in the University’s legitimate interest to ensure the safety of that student and of others.
How are these records used?
Your information will only be held and accessed by relevant Newman University staff need it to provide support for you or for the purpose of producing anonymised user statistics and reports.
We will only use your data for the purpose of providing:
IT services for necessary support and maintenance of systems
Monitoring, evaluating, auditing and developing our services – data will be anonymised
Responding to any complaints you make about our services.
Sharing information with others
Student support staff will only share special category (i.e. sensitive) personal information about you or your use of our services with Newman University staff outside of Student Support Services if it is relevant to provide you with appropriate support. We only share special category (i.e. sensitive) personal information about you with external agencies with your explicit consent, subject to the following exceptions:
If there are clear indications that you disclosed a serious intent to harm yourself or others
If you disclose an intent to commit a crime / act of terrorism
Disclosure of the abuse or neglect of a child
Where we feel we are compelled to by law
In the above circumstances your consent would not normally be required, however depending on the nature of the information disclosed, staff will normally attempt to notify you prior to the disclosure.
If personal data is stored electronically it will be stored securely on the university used computer systems. You can read more about these in the main Privacy Notice for Students under the heading Who does the University share my personal data with?
Student’s with specific learning difficulties, disabilities and mental health difficulties
Students with specific learning difficulties (SpLD), a mental health difficulty, disability or long-term health condition are legally entitled to have ‘reasonable adjustments’ (e.g. exam concessions, additional study support) made to facilitate their studies at University. The provision of ‘reasonable adjustments’ depends on the students providing evidence of their condition, SpLD, mental health difficulty or disability in order that the fairness and appropriateness of any reasonable adjustment can be demonstrated.
Information relating to the provision of reasonable adjustments is only shared with relevant University staff providing academic and other services.
How long are records kept?
The period for which records are retained before destruction is informed by current data protection legislation. Currently, all paper files and electronic records of current students using Student Support Services are kept for the duration of the student’s studies plus up to and no longer than 6 years.
What are your rights?
You have the right to correct or update your personal data (for example, contact details) at any time. Please use MyNewman to update your details. For any other personal information that you cannot update through MyNewman, please contact studentsupport@newman.ac.uk . You have a right to object to or restrict the processing of your personal information, to request erasure, to restrict the processing of your personal information as well as to data portability. For personal information you have provided consent for us to handle, you also have the right to withdraw consent at any time. Please email dpo@newman.ac.uk to do any of those things.
You have the right to see the personal data we hold about you, although there are some exceptions listed below:
Confidential references provided or received by the institution
Negotiations in dispute with individuals
Examination scripts
Correspondence with solicitors
Additionally if an external medical professional or the police deem that the information is likely to cause significant harm, we may withhold that information.
The information you request may have redactions in it to protect personal information about other people. You can choose to specify that you would like to see the personal data held about you by specific services within Student Support Services. 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 Newman University Genners Lane, Birmingham, B32 3NT. Newman University is considered in law to be the data controller and takes the responsibilities of this very seriously.
If you have any concerns about the way in which your personal information has been handled please contact dpo@newman.ac.uk
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 Newman University uses cookies on our website please click here.
To read Newman University’s data protection policy please click here.
What is the purpose and lawful basis for processing your personal information?
The University will process your personal data for the following purposes:
To administrate and delivery your University education, record the details of your studies (including any placements with external organisations), and determine/confirm your academic achievements. This includes your engagement with procedures relating to your studies or research, such as the academic appeals, mitigating circumstances, leave of absence procedures;
When relevant, to monitor, evaluate and support your research activity;
To administer the financial aspects of your relationship with us and any funders;
To deliver services and facilities to you (for example, IT, sport, libraries, accommodation, careers, student support);
To enable you to take part in events (for example, functions, graduation);
To communicate effectively with you by post, email, phone or other electronic media, including the distribution of relevant newsletters and information, and invitations to take part in events and research activities;
To operate security (including CCTV), governance, disciplinary (including plagiarism and academic misconduct), complaint, audit and quality assurance processes and arrangements;
To support students’ training, medical, safety, wellbeing, welfare and religious requirements;
To provide a good welcome to you to the University / support your induction and help you settle in or settle back in if you are returning to Newman;
To track and respond to your engagement in the teaching and learning offered on campus and online (for example through library services, Moodle, Mahara, Panopto, Turnitin and SEAtS). More information about this is in the Student Data Engagement Policy.
If you have suspended, to help you consider your options and to return to studies. Or if you have withdrawn to ask why you made that decision so that we can you help you with your next steps and make any improvements we need to for other students in a similar position;
To compile statistics and conduct research statutory reporting purposes;
To manage and develop the University’s business;
To fulfil and monitor our legal responsibilities, for example, under equalities, immigration and public safety legislation;
Emergency Contact: If we have your personal data (e.g. name and contact details) because a student has nominated you as their emergency contact, we have your personal data in order to enable us to contact you if that student is experiencing an emergency (usually related to mental or physical health). It is the student’s responsibility to ensure that you have consented to be their emergency contact i.e. for us to have that information about you. It is usually only a name or relationship e.g. mum / dad / partner and phone number. The personal data is held in the relevant student’s file but is permanently deleted when the file is slimmed down to the skeleton file. In circumstances agreed by the student, this information may also be held by Student Support until the student leaves the university;
To take accurate minutes of meetings where you may or may not be present. Some meetings may have temporary audio recordings made of them. This is for the purpose of accurate minute-taking and the audio is destroyed after the minutes are completed. Meetings with students will only be recorded if the students are attending in a specific role such as student course representatives, Student Union representatives, validation student panellists etc. Recording will not be covert unless specially authorised through the Covert Recording Policy;
To make audio or video recordings of meetings, events and teaching sessions which you may attend and participate in. The purposes include: minute taking, sharing the event with those invited but unable to attend, continued professional development, making reasonable adjustments for people with disabilities in compliance with the Equality Act 2010, assessment and moderation, marketing and historical archiving. Recording will not be covert unless specially authorised through the Covert Recording Policy;
To analyse results of questionnaire data for a variety of purposes. The purpose will be stated when you are given the option of responding to a questionnaire.
We consider the processing of your personal data for these purposes to be necessary for:
the performance of our contractual obligations with you (e.g. to manage your studies, accommodation, your library access, your student experience and welfare while studying);
compliance with a legal obligation (e.g. equal opportunities monitoring) or regulatory obligation (e.g. reporting to Government or governmental bodies);
the performance of tasks we carry out in the public interest (e.g. teaching and research);
the pursuit of the legitimate interests* of the University or external organisations (e.g. to enable your access to external services such as the Students’ Union); or
archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.
Where other lawful bases do not apply, we will process your data on the basis of your consent. If we require your consent for any specific use of your personal data, we will collect it at the appropriate time, explaining why we are collecting the data and how we will use it, and you can withdraw this consent at any time. (This usually applies for ‘special category data’ which includes information about your health (physical or mental), race, ethnic origin, religious or political beliefs, membership of a trade union and sexual orientation.
We may also use your data, typically in an emergency, where this is necessary to protect your vital interests (e.g. to save your life), or someone else’s vital interests.
We do not use your personal data to carry out any wholly automated decision-making that affects you.
*Legitimate interests means that the University needs your personal data to carry out its task of providing you with a suitable programme and university experience. This applies when the data processing is not required by law but is of a clear benefit to the organisation or the individual, there is limited privacy impact on you as the individual and we think you would reasonably expect us to use the personal data in the way that we wish to.
We only process special category personal data in the following circumstances where, in addition to a lawful basis for processing, there exists one of the following grounds:
Explicit consent – where you have given us explicit consent (for example special category personal data you choose to provide during enrolment).
Employment, social security and social protection – for example, if you become a Student Ambassador and have a disability for which we need to make reasonable adjustments.
Vital interests – The processing is necessary in order to protect the vital interests of the individual or of another natural person where the data subject is physically or legally incapable of giving consent. (This is typically limited to processing needed for medical emergencies.)
Not for profit bodies – The processing is carried out in the course of the legitimate activities of a not-for-profit body and only relates to members or related persons and the personal data is not disclosed outside that body without consent.
Public information – The processing relates to personal data which is manifestly made public by the data subject.
Legal claims – The processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
Substantial public interest – The processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law.
Healthcare – The processing is necessary for healthcare purposes and is subject to suitable safeguards.
Public health – The processing is necessary for public health purposes and is based on Union or Member State law.
Archiving – The processing is necessary for archiving, scientific or historical research purposes, or statistical purposes and is based on Union or Member State law.
How do you store my personal data?
We keep your personal data secure at all times using both physical and technical measures. Where appropriate, we also take measures such as anonymisation and pseudonymisation to ensure data cannot be used to identify you and/or encryption to ensure that the data cannot be accessed without the right security accesses and codes. Student data is held in core student administrative systems, virtual learning environments and databases. Student data is also held locally by academic Faculties, and professional support services in email, network storage and paper files. Access to each system is limited to approved University staff members.
Hard copies of personal information are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EU. Where other organisations hold our student data (for example where a database is cloud-hosted), Newman only enters into agreements where that data is held on servers in the EU or in the US where the organisation is registered with the UK-US Privacy Shield. We are changing our contracts to ensure they include standard contract clauses (SCCs) of a standard to ensure adequacy of transfer of personal data. Where we engage third parties to process personal data it will do so on the basis of a written contract which conforms to the security requirement of the UK GDPR and DPA 2018.
How long do you keep my personal data?
How long we store your personal data depends on the purpose it was collected for. Once the purpose has been completed the personal data is securely disposed of or permanently deleted. The University’s Records Retention and Disposal Schedule is regularly reviewed to ensure personal data is only kept for the length of time its purpose and lawful basis allows.
The majority of your personal data will form part of your student file. We are in the process of reducing the length of time we keep your student file. We are working towards disposing of or permanently deleting your student file 10 years from the date your student file was created. Your student file will be reduced to your transcript. This contains your name, student ID number, date of birth, programme/s of study, the grades achieved, the final degree awarded and any academic distinctions achieved. This may be used as evidence of your academic achievements, to supply statistics, or to provide information to regulatory bodies and other agencies to which we are legally required to supply data. Your skeleton file will be kept for 80 years from its year of creation.
Personal data provided by you for the University to check the DBS Update Service may be stored and used by the University, for the same purpose, throughout the duration of your programme of study. It will be destroyed in a timely manner after the end of your programme.
The University will also use your data, together with data about other current and former students, to carry out statistical analysis in relation to its student population or for historical or research purposes (but not to make decisions about you).
The University creates back-up files for archiving and business continuity purposes (i.e. being able to reinstate data after a systems failure). These back-ups are only kept for as long as necessary and then deleted or overwritten.
Who does the University share my personal data with?
The University is committed to protecting the privacy of its students, and it should be noted that spouses, parents and friends have no automatic right of access to personal data on students. Within the University, your data is shared with only those University staff who need access for the purpose of delivering our academic and non-academic services and facilities.
The University will share your information where legally obliged to, for example with law enforcement agencies, and may not be able to inform you of the sharing, for example where this may compromise any investigation.
During the course of student support, data may be shared with external agencies, for example for medical or counselling support. Students will be asked for consent to share any data with an external agency if the purpose is to secure non-urgent but specialist student support. If there is an urgent need for specialist medical help, the University will seek consent to share any data, but where consent cannot or will not be given it might act without consent if it is to protect the vital interests (i.e. life) of the student or another person. In this circumstance the University may contact third parties, such as medical professionals or emergency contact, concerning the health of a student when it believes it is reasonable and/or in the best interests of the student to do so.
Additionally your personal data is shared with other external organisations as is necessary for the purposes set out above and as permitted or required by law, including the following:
Your funders and/or sponsors. Unless you have agreed otherwise with your sponsor, we only share with them information about your academic progress;
For students on programmes with collaborative partners we will share with the relevant collaborative partner personal data of the students attending courses. Where a student chooses to make use of the our complaints and academic appeals processes, we will process personal data necessary for the purpose of administering the case, share the necessary information with the collaborative partner and then retain such records in line with our University Records Retention Schedule.
External debt collection agencies
The providers of any external or collaborative learning and training placements or fieldwork opportunities including but not limited to teaching placements and work placements. Where these placements necessitate evidence of DBS clearance we will share with the placement whether this clearance has been demonstrated. However apart from whether or not satisfactory DBS Clearance has been received, we will not disclose details of any DBS content ;
Your employer, if your programme is a requirement of your employment or being employed is a requirement of your programme;
Potential employers, where you have nominated a member of University staff as a referee for a job application;
External examiners and assessors, and external individuals involved in relevant University committees or procedures;
If you have elected to take part in a student transfer/exchange scheme, we will pass the necessary information on to the relevant University which maybe based outside the EEA.
Newman Students’ Union. When you enrol at Newman University you automatically become a member of the Newman Students’ Union. We provide them with basic personal data including your name, student ID, date of birth, University programme and University email address, in order to facilitate your membership of the Students’ Union and access to their services. Occasionally we share data to implement measures and sanctions arising in relation to misconduct / disciplinary proceedings. We also verify students’ information to enable the Students’ Union to award the PT Officer Widening Participation Bursary but we do not provide the Students’ Union with personally identifiable information for this. If you do not wish to be part of the Students’ Union, please contact the Student’s Union in person in the Hub or by email to the General Manager via the President of the Students’ Union (su-president@newman.ac.uk). You can also request for them to delete your personal data.
Professional, regulatory and continued professional development (e.g. British Psychological Society, Association of Chartered Certified Accountants, Chartered Institute for the Management of Sport and Physical Activity), to facilitate membership, confirm qualifications, professional registration and conduct and the accreditation of courses;
Occasionally and when necessary, the police and other law enforcement agencies, for the prevention or detection of crime;
Occasionally and when necessary internal and external auditors or regulators;
Individuals, companies or organisations providing specific services to, or on behalf of, the University. For example, consultants, external Occupational Health services, insurers or legal consultants and IT system providers such as but not limited to Moodle, Mahara, Microsoft, Panopto and other lecture capture systems, SEAtS (student engagement software provider), Smile (the system administrators of the electronic workflows), Student CRM (the marketing and admissions database), TOPdesk (the system used by IT Services to process help requests), Tribal (who provide SITS – the student records database), Turnitin or other plagiarism detection software, WeVideo and WPD (e-store payment platform providers), Zoom and other providers used from time to time. We always try to use companies who store personal data on behalf of the university in the UK or EU, however, please note information provided through Microsoft Forms is stored on Microsoft servers in the USA.
Where study placements necessitate evidence of DBS clearance we will share with the placement whether this clearance has been demonstrated. However apart from whether or not satisfactory DBS Clearance has been received, we will not disclose details of any DBS content.
Newman Alumni Association; in the year you leave the University, your name, gender, contact details, date of birth, information about your programme and award and registration status will be shared with the University’s Alumni Association so that you can be added to the alumni database. The University considers it is in the legitimate interests of the University to do so, as alumni are very important supporters of and ambassadors for the University, and that it is in the interests of alumni to do so, to develop their social and professional networks and help alumni achieve positions of success and influence. Information about how alumni personal data is used by the University is set out in the Newman Alumni Association Privacy Notice; you will receive more details at the relevant time. Under the Privacy and Electronic Communications Regulations (PECR)/ EU ePrivacy Regulation (ePR) the Alumni Association only communicate with you through email or phone if you give consent for them to do so. This consent process happens when you enrol at the University and also is refreshed when you register for Graduation.
We may provide references to third parties. If we do so it is with your consent, which may be written or verbal. The University may choose to show you the reference but there is no obligation to do so as under the data protection laws references are exempt from disclosure to you by both the organisation providing the reference or the organisation receiving the reference.
Further Information about sharing of your personal data
Registration with the University computer system, which happens during enrolment, means that a student’s name and University email address will appear in the University’s Global email system. This is only available to users of the email system and is not publicly available.
When you enrol you are required to have your photo taken which will be used for the purpose of identification. This photo will be printed on your University student ID card, appear in the email system, be posted to electronic student records that can be viewed by University staff, posted on your MyNewman student profile which can be viewed by University staff, and appear on Moodle and Mahara to staff and students. This photo helps your tutors and fellow students to easily know who are in their classes / who has contributed to University online forums etc. If you do not want your photo to be displayed in Moodle and Mahara you are able to change the avatar by editing your profiles. If you stand for Students’ Union elections, the University may share your photo with the Students’ Union if requested to for the purpose of running the elections.
The University may commission photography / videography on campus or at specific events, such as award ceremonies, careers fairs, celebratory events etc. for use in its internal and external promotional material or university archive material. Staff, students and members of the public may appear on the resulting images, and the resulting images may be published in print, electronically and on the internet / intranet. The lawful basis for photography is legitimate interests. Notices (for example via email / Eventbrite / posters etc.) will be published to indicate that photography / filming is taking place. People have the right not to appear in photography and can arrange this by contacting the event organiser or the Data Protection Officer. However if there is no way to ensure that the person will not appear in the photography whilst at the event, it may result in the person choosing not to attend the event.
Your rights in relation to your personal data
You have the right to be informed about how we collect and use your personal data. This privacy notice is designed to facilitate this right. You have the right to correct or update your personal data at any time. We strongly encourage you to do this as we need accurate records in order to contact you. On MyNewman you can update your permanent address and contact / term-time address, personal email address, phone numbers and accommodation type. If the information you would like to update is not available via MyNewman, please contact 0121 476 1181 ext. 2216 or email registry@newman.ac.uk .
You have the right to restrict the processing of your data, to object to the processing of your data or to request to have your personal data erased. If the lawful basis through which we are using your data is your consent, you have the right to withdraw your consent at any time. To do any of those things please email dpo@newman.ac.uk
If you do carry out any of those rights, there may be consequences such as not being able to access the services offered. You will be advised of this when you make your request and will be asked whether or not you wish to continue with your request.
Depending on the situation, 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 (e.g. csv file) wherever possible. To request this please email dpo@newman.ac.uk who will be able to advise you about this.
You have the right to see what personal data we have about you. As a current student, the best way to access your student record is on MyNewman. There you can see your photo, full name, University and personal email address, permanent address and contact address, phone numbers, accommodation type, local education authority, date of birth, gender, ethnic origin, disability, country of domicile, nationality, UCAS number, Student Loans Company number, modules and your transcript (i.e. your results which have been confirmed by a Board).
If you wish to access any other pieces of your personal data please read the Data Subject Access Request page on our website, download and complete the form. Then email it to dpo@newman.ac.uk or post it to Data Protection Officer, Newman University, Genners Lane, Birmingham, B32 3NT. Please clearly specify the personal data that you wish to access.
Further information about these rights, including criteria as to when and how they apply can be found on the Information Commissioner’s Office (ICO) website https://ico.org.uk/your-data-matters/
What to do if you have concerns with how your personal data is being processed
If you have any concerns about the way your personal data is being processed or have a query about this Privacy Notice, please contact our Data Protection Officer by emailing dpo@newman.ac.uk or by post.
You have the right to lodge a complaint with the Information Commissioners Office and can find out more about this on their website https://ico.org.uk/concerns/handling/
Changes to this Privacy Notice
This privacy notice was last updated on the date at the top of this web page. We may change this privacy notice from time to time, when we do we will inform you by putting a message on the website and/or e-mail highlighting the specific change.
Further information
The regulatory body is the Information Commissioner’s Office (ICO). To read about data protection law in the UK please click https://ico.org.uk/your-data-matters/
To find out about how Birmingham Newman University uses cookies on our website please click here.
To read Birmingham Newman University’s Data Protection Policy please click here.
