Privacy Notice for students

The school that your course of study falls within manages the student record in relation to your learning and course progression. Please find a list of our schools on our website. From this page select We Are Beckett/Our Schools.

University services process your personal data to provide specific services to you. These services can be of a sensitive nature or relate to services that are not directly related to the delivery of taught activity. These include; student disability and wellbeing services, accommodation and residential services, student finance, careers and employability support and library/IT services.

Student Services provides a range of support to students which includes but isn’t limited to; wellbeing and health, student money, additional learning support, advice and guidance and disability support. If you have any questions or concerns about participation in the support provided by Student Services and how your personal data will be collected and managed, please contact Student Services at studentservices@leedsbeckett.ac.uk.

If you have any questions or concerns about how your personal data will be collected and managed in relation to Accommodation and Residential Services, please contact the accommodation team at accommodation@leedsbeckett.ac.uk.

If you have any questions or concerns about how your personal data will be collected and managed in relation to providing Library and IT Services, please contact the library and IT advice team via the Library contact page.

If you have any questions or concerns about how your personal data will be collected and managed in relation to providing careers and employability support, please contact the careers team at careers@leedsbeckett.ac.uk.

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity data includes your name, title, student or staff identity, pseudonymised data, date of birth and gender and copies of identity documentation
• Contact data includes your address, email and telephone number(s). This also includes contact information provided in relation to third parties, for example; emergency contact/trusted contact information
• Financial data includes bank account and payment card details
• Health data includes data that we may need to collect about you, for example; making reasonable adjustments, determining fitness to study and delivering a safe environment
• Profile data includes purchases made by you, your interests, educational and employment history, survey response, equality data, preferences and feedback
• Usage data includes information about how you use our services including engagement data, complaints and investigations
• Images includes CCTV and surveillance, film and photography

We also collect, use and share aggregated data for any purpose. Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing one of our services.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• For open day activities, both prior to and at formal application stage, when registering or enrolling as a student with us or during your studies and subsequently through the work you undertake on your course and all your contacts and engagements with university staff and service providers
• To operate as a provider of higher education and/or to fulfil our Leeds Beckett University student contract with you and/or because we have a legal obligation to meet
• For the provision of its educational services to you and the administration of your position as a student with us, including the use of services such as residential services, lecture capture, attendance and engagement monitoring, pastoral support, library and IT services, career and transitional support and sports facilities
• To enable the application and monitoring of reasonable adjustments

We also receive personal information indirectly, from the following sources in the following scenarios:

• Collected from or via the Universities and Colleges Admissions Service (‘UCAS’): the information which you provided in your UCAS application and other information generated through the UCAS admissions cycle
• Information concerning your health or medical condition from medical or health and social care professionals, which may include your GP details, diagnostic reports or letters confirming diagnosis, confirmation of engagement with other disability support providers when you have given permission for them to contact us
• From other third-party sources such as institutions involved in collaborative programmes with the university, organisations providing financing or funding such as the Student Loans Company or any organisations or companies providing you with individual sponsorship or other financial support, agents representing you in the admissions process and organisations which provide work placements and (where relevant) UK Visa and Immigration
• Generated by university academic and professional services staff or service providers in the course of delivering and administering your course and your contract with the university or providing additional services to you in connection with your status as a university student

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis we are relying on to process your personal data where more than one basis has been set out in the table below.

Marketing and Promotions

1. We may use your identity, contact, usage and profile data to form a view on what we think you may want or need, or what may be of interest to you and based on this market services to you
2. You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted in to receiving that marketing
3. We will not share your personal data with any third party for marketing purposes
4. You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you
   

Information will be shared with third parties only when necessary as part of the provision of our services to you and/or we have a legal or regulatory requirement to do so. We anticipate that we will share information with the following third parties for the following purposes:

• Organisations and institutions that enable the delivery of your course or programme of study such as external examiners for the purposes of your assessment, professional bodies (such as General Medical Council or the Law Society) where registration with them is related to, or a requirement of, your studies
• Home Office, government, regulatory bodies and their respective agents and other institutions including the assessment of your fees payable, the assessment of your student status, whether you have been reported on earlier Higher Education Statistics Agency (HESA) or individualised learner returns (ILR) of other institutions, for confirmation and verification of your qualifications, with the police or other agencies (where required) in connection with particular programmes of study or before certain placements
• Affiliates and third-party organisations that facilitate progression into Leeds Beckett University
• Medical practitioners or other individuals cited by you in support of extenuating circumstances claims as part of the academic assessment process
• External suppliers of student services which includes but isn’t limited to; BSL interpreters; independent sexual violence advisors and assessors for specific learning differences
• External auditors of student services which includes but isn’t limited to; The Educational Funding Skills Agency (EFSA), Educational Guidance Service, Department for Education Disabled Students Allowances Quality Assurance Group (DSA-QAG)
• HESA, funding bodies such as the Education & Skills Funding Agency (ESFA), Quality Assurance Agency (QAA), Health Education England (HEE), government departments or their agencies such as Office for Students (OfS) and other authorised users (including academic researchers, commercial organisations and survey contractors) for the analysis and publication of student statistics and/or to enable them to carry out their statutory or contractual functions as applicable, including those connected with funding higher education
• Office of the Independent Adjudicator for Higher Education (OIA) in cases of a complaint against our university
• Local authorities for the purpose of electoral registration in accordance with the requirements of the Higher Education & Research Act 2017 including the use of the JISC voter registration service and assessment of eligibility for council tax exemption
• Occupational health services for the assessment of fitness to study and/or attend placement and approved suppliers for the assessment and/or support of disabilities
• Emergency contact provided by you and the emergency services where there is an emergency situation such as illness, serious injury to the student or bereavement
• Police or other regulatory bodies (such as Disclosure & Barring Service, Benefits or Tax Inspectors) in connection with national security, the disclosure or investigation of a suspected/ reported crime or the verification of identity
• University legal advisers and insurers for handling legal, regulatory and insurance cases, if and when they arise
• Third parties that will undertake services on behalf of the university such as providing accommodation services, enquiry services, plagiarism detection, debt collection, pastoral support and technical support in the provision of our university’s student card services
• Affiliated organisations for the purpose of gathering census or other information, statistical analysis, assessment, administration and award
• Market research organisations for the purpose of conducting the National Student Survey. Where we share your personal data with these third parties whom will have their own privacy notices, it will be limited only to that information which is necessary for the identified purpose and set out in government validation guidance

Leeds Beckett Student Union

Our university considers that the Leeds Beckett Student Union plays an important role in your student life. Your enrolment with our university will automatically enrol you with the Leeds Beckett University Students’ Union so that they can administer union membership and membership rights and they will contact you to:

• give you important information about eligibility for membership and voting rights regarding Leeds Beckett University Students’ Union elections, societies and events, wellbeing and advisory services and information relating to study or career opportunities;
• ask for your preferences regarding their direct marketing activities and obtain your agreement to this (it is entirely optional as to whether you agree to such direct marketing).

The Student Union is a separate organisation to the university, their privacy notice can be found via the LBSU website. Please email su-reception@leedsbeckett.ac.uk for details of what to do if you do not wish to remain a member of the Leeds Beckett University Students’ Union.

The Leeds Beckett Disability Assessment Centre

Can assess Leeds Beckett University students’ information to determine what support they may need in relation to DSA funding; which is called a Study Needs Assessment. For further information in how your personal data is stored, used and shared in relation to this service please contact the Leeds Beckett Student Service at studentservices@leedsbeckett.ac.uk.

Development

Our university has a broad legitimate interest in activities that connect to the education of students and will send non-marketing communications to students about benefits, services and activities within the university community to Leeds Beckett student email addresses. This may include information to support you in developing your employability, academic and transferable skills and to enable you to access careers and skills services whilst a student and a graduate and considers this information to also be in your legitimate interests.

Loyalty Card Reward Schemes

The university uses third parties in connection with the operation of various loyalty card reward schemes that you may wish to become a member of. You can choose to opt out of these. However, if you opt out, our university will be unable to provide you with these services.

Leeds Beckett Alumni

For more details about how we use your personal data for our alumni relations activities, please see the Alumni Privacy Notice and if you do not wish your personal data to be used in any of these ways, or you have questions let us know by contacting alumni@leedsbeckett.ac.uk

Transferring personal data outside of the UK/EEA

Where we anticipate the transfer of personal data outside of the United Kingdom, we will ensure we do so where there are adequate legal protections in place.

Where there is not currently an adequacy agreement in place the university will implement, in line with the UK General Data Protection Regulation (GDPR), the appropriate data protection safeguards as determined by regulatory bodies as a ground for data transfers from the EU to third countries.

• The university uses an electronic student record system (currently a system called Banner) to host core student records. There is an individual Banner account for each student in relation to a university course which they are undertaking. The information held within Banner includes contact and registration information; location data; information you provided when applying to the university; information about your course of study and your academic performance and progress and other aspects of your contract with the university
• The same types of information which are held within Banner may also be separately held, to some extent, in electronic and/or hard copy by the school in which you are studying. Information about complaints and academic appeals may be held centrally as well as in school records
• For the provision of accommodation services the university stores your personal data on a dedicated system for this processing activity. Currently this system is Starrez and is provided by Starrez Inc and hosted by Amazon web services. The data is hosted on a server within the EEA
• We use a number of other electronic record-keeping and communications systems for management and delivery of specific student and graduate employability services. These will include the use of systems such as: Student Welcome System, MyHub, MyBeckett, Tableau, Intozetta, Simitive, Symphony, Blackboard, Pebblepad, Turnitin, MyProgress, Maximiser, Voodoo, Campus M, GRS, Campaign Monitor, In-Place and Eventbrite. The university also uses a closed-circuit television (CCTV) system to protect students, employees and university premises
• Your personal data will also be held in electronic and/or hard copies within files and email folders in individual university administration departments. This includes information held by our financial services on a system called Agresso and academic quality departments in relation to their administration of your course and the associated financial arrangements
• The university is made up of many services who collect, process and store your personal data in a variety of systems and sub-systems to deliver their services and to support you as a student. These local systems are part of the corporately supported IT architecture which maintains a live service as well as copies of the live systems used for software development and testing. These development and testing systems will also contain your personal data and respect the university's data retention periods
• Your usage of IT services will be recorded in usage logs and audit trails as part of the normal operation of the services. This information may be used to support your usage of systems, investigate information security or data integrity incidents, or provide evidence in disciplinary procedures and compliance with university policies. The data may also be used to understand usage and performance of IT systems. It is in the legitimate interest of the university to use your data in this way to ensure that the services you interact with are secure and provide the best student experience possible
• University staff will only access information in these systems where this is required for the purposes of their role within the university, to fulfil our contract with you or to comply with other legitimate bases. Where information is given by you in confidence and you are informed that it will not be shared with another department of the university, for example, counselling records these will not be released without consent or where there may be a significant safeguarding concern
• The university uses third parties which undertake on our university's behalf the provision of learning and information services and IT support (such as Microsoft 365, Microsoft Teams and email via Microsoft, Google for the provision of the Google Apps service and Blackboard for the hosting of the MyBeckett platform). While your personal data needs to be used by third parties to deliver these services the university retains control of your personal data as part of these arrangements, and the third parties will not be allowed to use your personal data for any other purpose
• We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. At the end of a retention period, your personal data will be deleted securely and safely
• Your personal data will be retained in accordance with the retention periods set out in our Records Retention Schedule and is recorded in the university Information Asset Register

The university recognises and respects individual rights under the UK General Data Protection Regulation (GDPR). For further information please see our overarching Privacy Notice and Privacy webpage detailing your privacy rights.

Please see our overarching Privacy Notice for information on how to complain.

We keep our privacy notices under regular review. This privacy notice was last updated June 2023.