Faculty of Arts, Professional and Social Studies Student Success Team Privacy Notice

Information you need to know

The Faculty of Arts, Professional and Social Studies Student Success Team is part of Liverpool John Moores University. See further information on the institution.

Liverpool John Moores University is the Data Controller.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.

LJMU takes your privacy very seriously. This privacy notice explains how we use your personal information and your rights regarding that information. We will always use your data as set out in the principles of the General Data Protection Regulation (GDPR) and all current Data Protection Legislation. We are committed to being transparent about how we collect and use your data and to meeting our data protection obligations.

For information about how the wider University uses personal data please see the Privacy Notice section of our website.

The type of information we are collecting

We collect a minimum amount of information to enable us to run the service and provide information on service delivery and effectiveness. In all cases, this will include:

• your name, student ID and contact details, for example an email address and telephone number

Sometimes students who use our service may disclose sensitive, personal information to us. We may advise or encourage you to seek support from another, specialist service in the University, for example the mental health or counselling teams. We will keep records of these interactions and we will advise you when we intend to do this.

The reason why we are collecting your data and the legal basis for this

LJMU will collect personal data from you for several reasons and will at all times do so in compliance with the principles of the GDPR, and for one of the legal basis set out in Articles 6 and 9 of the Regulation.

Student Success Team will process your information under the following lawful basis.

• Article 6(1)(b) Performance of a contract for example your student contract – on many occasions the University will process your data to enable it to meet its commitments to you.
• Article 6(1)(e) Public task.
• Article 6(1)(d) Protecting vital interest of yourself or others – sometimes the University needs to release.
• Information to protect your interests or the interests of others, for example in a medical emergency.
• Where we process your special categories’ data such as your medical information, for example disability services related to learning and teaching we do so on the basis on your explicit consent under Article 9(2)(a) of the Regulation or where it is necessary for reasons of substantial public interest under Article 9(2)(g).

The source of this personal data

LJMU staff and students themselves.

Who has access to your data

Your personal data will be used only by relevant LJMU staff where the data is necessary for them to undertake their designated role.

Academic staff, such as module leaders, programme leaders or personal tutors, will share with us information from the university’s My Engagement application, which collates your usage of LJMU digital resources such as Canvas, submission of assessment items, library systems and printing, as well as your attendance record. We will use this to make decisions about contacting you to discuss whether you need additional support to enable you to progress successfully and enhance your student experience.

If we have a serious concern for your safety or wellbeing or those of others, we may disclose information to the Director of Student Advice and Wellbeing and their nominees without your consent. We will explain the reasons behind this disclosure.

Student circumstances may be discussed between individual staff members within the team and their line manager. This discussion will centre on actions taken, staff training and development and to inform service improvement. Relevant information will also be shared with colleagues within the faculty, where the data is necessary for them to undertake their designated role.

This summary is not exhaustive and is dependent on the specifics of individual students. In each case, we will let you know what type of information we are gathering, using and sharing and why.

Protection of your data

The University takes Data Protection very seriously and at all times your personal data will be handled in line with the University’s Information Security Policy.

Student cases are maintained using the University’s case management system and records are held electronically and on paper. There may be occasions when a mixture of storage methods are used. All cases are kept securely and in line with the General Data Protection Regulation 2018 (GDPR) and the Data Protection Act 1998 (DPA). All access to the case management system is password protected and different levels of staff security apply, and case notes are only accessed by appropriate Student Success team staff.

How long the University keeps your data

Your data is kept in line with our Records Retention Schedule.

All student cases and case notes will be stored for a period of six years after you leave the University. After this time, all information will be securely removed from the case management system and destroyed. If a student enrols at the University, leaves and returns, for instance, two years later, destruction of records will move to 6 years after the second period of study finishes.

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request, this could be in a portable electronic format
• require the University to change incorrect or incomplete data if you think that it is inaccurate or out of date
• require the University to delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing.
• withdraw consent at any time (if your personal data has been provided by consent)

If you would like to exercise any of these rights, please contact the Data Protection Officer DPO@ljmu.ac.uk.

What if you do not provide data

If you do not provide all necessary information to us, we may not be able to offer certain services to you.

Transfers of data outside the UK

Generally, we do not send your personal data outside the UK. However, in some specific cases we may transfer the personal data we collect to countries outside the UK in order to perform our contract with you/or a contract with another organisation that requires your personal data i.e. a collaboration agreement with a university based outside of the UK. Where we do this, we will ensure that your personal information is protected by way of an ‘adequacy regulation’ with the UK or by putting alternative appropriate measures in place to ensure that your personal information is treated by those third parties in a way that is consistent with, and which respects the UK laws on data protection. For example, model contractual clauses, data sharing/data processing agreement and binding corporate rules (where applicable).

Automated decision making

We will not make any decisions about you automatically using a computer, based on your personal data. All decisions affecting you will be taken by a human.

The Information Commissioner’s Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted:

• By post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
• By phone: 0303 123 1113
• By email: contact can be made by accessing the ICO website

Access the university’s student privacy notice.

Should you require any further information relating to how the University handles your personal data or your rights please contact the University’s Data Protection Officer via DPO@ljmu.ac.uk.