Student Life and Wellbeing privacy notice

Information you need to know

The Student Life and Wellbeing Service (SLW) 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.

This privacy notice explains how we use your personal information and your rights regarding that information.

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

Information we are collecting

The information we collect depends on the type of support you are accessing and your individual circumstances. This may include:

  • basic personal details, such as your name, address, email address, telephone number, date of birth and age
  • information about your personal, family and social circumstances, including lifestyle or financial information where relevant to the support being provided
  • health and wellbeing information, including physical or mental health conditions, disabilities, diagnoses, medication, and other medical information where this is necessary to support you
  • information relating to risk and safeguarding, such as concerns about your safety or the safety of others, self‑harm, alcohol or drug use, or potential safeguarding issues involving you or others
  • information about your personal history where relevant, which may include family history, legal or criminal matters, or significant life events
  • information relating to equality and protected characteristics, such as gender reassignment, pregnancy or maternity, where this is relevant to the support you are receiving

Source of the personal data

Most of the personal information we process is provided directly by you when you engage with Student Life and Wellbeing services.

In some cases, we may also receive relevant information from other parts of the university, such as student records systems, where this is necessary to provide support or meet our safeguarding responsibilities.

Where appropriate and lawful, we may also receive information from third parties involved in your care or support, such as healthcare professionals or external support services, for example where you have given consent or where information needs to be shared to protect your vital interests.

Why we are collecting your data and the legal basis for this

We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

Student Life and Wellbeing collects and uses personal data to provide support, advice and wellbeing services to students, including support relating to mental health, disability, safeguarding, welfare, and wider personal circumstances.

The lawful bases we rely on under Article 6 of the UK GDPR are:

  • Article 6(1)(b) - performance of a contract, where processing is necessary to meet our obligations to you under your student contract
  • Article 6(1)(e) - public task, where processing is necessary for the university to carry out its duties and functions as a higher education provider
  • Article 6(1)(d) - vital interests, where processing is necessary to protect your vital interests or the vital interests of another person, for example in an emergency or safeguarding situation

Much of the information processed by Student Life and Wellbeing is special category data. Where this applies, we rely on additional conditions under Article 9 of the UK GDPR, including:

  • Article 9(2)(a) - your explicit consent, where appropriate
  • Article 9(2)(g) - where processing is necessary for reasons of substantial public interest, including safeguarding and the provision of support services

Who has access to this data

Your personal data is only accessed by LJMU staff where it is necessary for them to carry out their role.

Within Student Life and Wellbeing, information about your case may be shared between relevant staff members on a need‑to‑know basis, and where this is in your best interests. This may include discussion with supervisors to support appropriate decision‑making, case management, and allocation to the most suitable service or staff member.

Some services within Student Life and Wellbeing, such as Counselling and Mental Wellbeing, are supported by professional clinical supervision. In these cases, limited information may be discussed with an appropriate independent clinical supervisor. Professional standards and confidentiality requirements are strictly adhered to.

In certain circumstances, it may be necessary to share relevant information with organisations outside the university. This will usually be done with your knowledge or consent, or where the university has a legal obligation to do so. This could include organisations such as:

  • the NHS
  • Student Finance England
  • the Police
  • local authorities

In exceptional situations, information may be shared without consent where there are serious concerns about your safety or the safety of others. Where possible, Student Life and Wellbeing staff will explain the reasons for this and discuss any information sharing with you.

How the university protects your data

We are committed to keeping your personal data safe in line with data protection legislation and the university’s information security and data protection policies.

Student Life and Wellbeing records are held securely using the university’s case management systems. Information may be stored electronically and, where necessary, in paper form. Where different storage methods are used, appropriate security controls are in place for each format.

Access to case management systems is restricted to authorised Student Life and Wellbeing staff and protected by user authentication and role‑based access controls. Case information is only accessed where necessary to provide support or manage your case.

How long the university keeps your data

Your personal data is retained in line with the university’s Records Retention Schedule.

Student Life and Wellbeing case records and case notes are normally retained for six years after you leave the university. After this period, the information is securely deleted or destroyed.

If you enrol at the university, leave, and later return, the retention period will be applied from the end of your most recent period of study.

Your rights

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
  • request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
  • request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing.

If your personal data has been provided by consent, you have a right to withdraw that consent at any time.

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

If you do not provide data

If you choose not to provide information that is necessary for us to understand your circumstances, we may be limited in the support or services we are able to offer.

In some cases, not having enough information may affect our ability to assess your needs, provide appropriate advice, or take action in your best interests.

Transfers of data outside the UK

We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country – for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.

Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.

These safeguards might include:

  • model contractual clauses
  • formal data sharing or processing agreements
  • binding corporate rules

In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.

Automated decision-making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the university

You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

How to complain to 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 using the following details:

  • Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
  • Telephone: 0303 123 1113.
  • Email: contact can be made by accessing the ICO website.