Privacy notices and Record of Processing Activities

The University of Brighton needs to collect and process personal data in order to provide services to students, manage its operations effectively, and meet legal requirements.

Personal data is information that relates to an identifiable individual. It can also include ‘special categories of data’, which is information about your racial or ethnic origin, religious or other beliefs, physical or mental health, the processing of which is subject to strict requirements. Similarly, information about criminal convictions and offences is also subject to strict requirements.

ICO Registration Number: Z5395727

Data Controller: University of Brighton, Mithras House, Lewes Road, Brighton BN2 4GJ

Data Protection Officer: The Data Protection Officer is responsible for advising the university on compliance with data protection legislation and monitoring its performance against it.

If you have any concerns regarding the way in which the university is processing your personal data, please contact Rachel Page, Head of Data Compliance and Records Management: dataprotection@brighton.ac.uk or 01273 642010.

Find out more

Record of Processing Activities
Privacy notices and policies
Website privacy

Data protection policy (pdf)

Requesting personal information

Record of Processing Activities

Why do we process personal data?

The University processes large volumes of personal data to enable us to communicate with and support our students, staff, alumni and others, to provide education and promote the university. Our processing activities take place across the institution, with our support departments controlling data in key areas such as academic services, human resources, finance, information services and student operations. In addition to day-to-day business, we may process data for the prevention and detection of crime and monitoring the security of our community.

Through all stages of our data processing we remain compliant with the Data Protection Act 2018 (‘DPA’).

Whose personal data do we process?

Students (current, prospective and unsuccessful applicants)
Staff (current, prospective and unsuccessful applicants)
Former staff
Alumni
Donors and business contacts
Professional, statutory and regulatory bodies
Contractors
Third parties participating in research, teaching or placements
Complainants, enquirers and persons who may be the subject of an enquiry
Individuals captured by CCTV or photography
Suppliers, professional advisers and consultants

What categories of personal data do we process?

Biographical information and contact details
Criminal conviction information (where required)
Education details and student records
Employment record and data
Equality information
Financial details
Health and disability data
Lifestyle and social circumstances
Misconduct, disciplinary and grievances investigations and outcomes
Next of kin and emergency contact information
Qualifications and professional memberships information
Student record and academic data
Survey/feedback information
Vetting and barring checks
Visual images (publicity and promotions)

We may also process the following special categories of personal data:

Racial or ethnic origin
Political opinion
Religious or philosophical beliefs
Trade union membership
Genetic data
Biometric data (where used for the purpose of identifying a person)
Health data
Sex life or sexual orientation

Recipients of personal data

We will sometimes need to share the personal data we hold with other parties. The types of people and organisations that we may be required to share personal data with is as follows:

Auditors
Employers (previous and current)
Financial organisations, debt collection and tracing agencies
Governmental bodies including UKVI, ESFA, OfS, Inland Revenue and DSA
Healthcare, social and welfare organisations
Local Councils
Official bodies requiring information for legal purposes (eg police, solicitors etc)
Professional and regulatory bodies, including examining and accreditation bodies
Students’ Union
Suppliers and service providers, including consultants and professional advisers
UCAS
Work experience or other placement providers

Your data rights

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

access and obtain a copy of your data via a subject access request
require the university to change incorrect or incomplete data
require the university to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
to restrict the processing of your personal data in certain ways
to withdraw consent where we have requested and obtained your consent
to object to certain processing of your personal data by us
where our lawful basis is consent or performance of a contract we will allow portability of your data.

If you would like to exercise any of these rights – see our Requesting information page, or contact the data compliance team at 01273 642010 or dataprotection@brighton.ac.uk.

Transfers of data outside the UK

It may be necessary for us to transfer personal data outside the UK where our data processors hold servers in the European Economic Area (EEA) or where the university’s suppliers, service providers and research partners are based outside the EEA.

Where we transfer personal data outside of the UK as part of these relationships, we ensure appropriate contracts or other safeguards are in place, and ensure compliance with the UK GDPR and the Data protection Act (2018)

How long will we keep the personal data we process for?

The University only holds personal data for as long as is necessary for the purpose(s) for which it is collected and we have a detailed schedule of retention timeframes in place.

How does the university protect data?

The university takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

The right to complain to the ICO

If you are unsatisfied with the way the university has processed your personal data, or have any questions or concerns about your data please contact dataprotection@brighton.ac.uk. If we are not able to resolve the issue to your satisfaction, you have the right to apply to the Information Commissioner’s Office (ICO).

Privacy notices and policies

Alumni and friends privacy

This policy sets out how the University of Brighton uses your personal data for its charitable purposes and is provided in addition to the university’s data protection policy, privacy policy and website terms of use policy.

Applicant privacy notice

When you accept an offer of a place at Brighton, we will collect and use more information about you in connection with your application and future study.

Business and external stakeholder privacy notice

As part of business engagement activity the university collects and processes personal data relating to collaborative research and enterprise activity, the recruitment of our students and graduates, hiring university conference spaces and accommodation, news and events, community engagement, and supporting or studying with us.

Enquirer privacy notice

When you first contact us to ask a question about the university or our courses, we will create a record in your name. We will add information to this record whenever you contact us, so that we can respond to your enquiry and offer you appropriate services.

Event privacy policy

This policy sets out how any personal data we collect from you will be processed by us when you register online to attend an event at the University of Brighton.

Library Services Privacy Notice (pdf)

This policy sets out how your personal data is collected and used by the library to provide you with access to resources.

Prospective student privacy

When you book to come to an open day, request a prospectus, meet us at a HE fair, or register for updates from us, we will create a record in your name. We will add information to this record whenever you contact us, so that we can respond to your enquiries and offer you appropriate services. You can also opt in to receiving extra information about Brighton.

Prospective student survey privacy

When you respond to an online survey, we may use your anonymous responses to improve future activities. For example feedback given by a prospective student following attendance at an online event may influence how we organise future events.

Research privacy notice (pdf)

If you agree to participate in a research project being undertaken by one of our members of staff or students, we may need to collect personal data. This privacy notice provides information about use of your personal data for research. Depending on the project you will separately be provided with information about what data will be collected and how it will be used.

Student privacy notice

When you enrol as a student, we will collect and use more information about you in connection with your study, and we will keep long-term academic transcript data.

Staff privacy notice

When you apply to work with us, and when you accept an employment offer and become a member of staff, we will collect and use more information about you in connection with your employment.

Visiting Research Fellows privacy notice

As part of the arrangements for Visiting Research Fellows, the University of Brighton collects and processes personal data relating to your application. The University is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.