Privacy and Cookie Policy

• share general updates and news about the University and opportunities for involvement (such as for example workshops or leadership courses),
• opportunities to attend career events,
• to processing applications for employability funding through the Winchester Employability Fund,
• staff administration,
• top level impact evaluation of student numbers and engagement in initiatives to assess inclusivity of activities,
• to staff administration, to complying with legal obligations where the University is required to provide personal data under for example a subject access request or
• in reports to The Office for Students (the independent regulator of Higher Education in England) and the Quality Assurance Agency for Higher Education.

• share general updates and news about the University and opportunities for involvement (such as for example informing students of development opportunities like the Higher Education Achievement Record (HEAR) annually),
• opportunities to attend events,
• to engage with on campus activities,
• staff administration,
• top level impact evaluation of student numbers for internal University purposes relating to impact and take up of such opportunities for students,
• engagement in initiatives to assess inclusivity of activities, and
• to comply with legal obligations where the University is required to provide personal data under for example a subject access request, or
• in reports to The Office for Students (the independent regulator of Higher Education in England) and the Quality Assurance Agency for Higher Education.

• to provide a range of support and advice services for students, to help students to succeed during their time at Winchester
• to work with other areas of the University, such as Faculties and Housing, so that the University can support students effectively and holistically
• In addition, students may grant consent for Student Services as part of online registration, re-enrolment or at other times to share their personal data and sensitive personal data (‘special category data’) with any or all of the following: Emergency Contact/Trusted Adult, a GP Practice, a professional working with the student e.g. a Social Worker.
• Students will be able to withdraw or manage these consents by contacting Student Services with their requirements. Student Services will advise students of this process via the intranet.

• Articles 13 and 14 of the GDPR (General Data Protection Regulation) require organisations such as the University who are acting as what are called ‘data controllers’ and collecting personal data to provide information to data subjects that identifies them and describes for example their purposes for processing personal data, including transfers and disclosures to other such ‘data controllers’. HESA’s Collection Notices provide this information for students, staff and graduates on behalf of HESA, HESA Services Limited, and the other organisations who are Controllers of HESA datasets. The Collection Notices are published at www.hesa.ac.uk/about/regulation/data-protection/notices. As a HE (higher education) provider, the University of Winchester must inform students and staff that their personal data will be submitted to HESA and must make the HESA Collection Notices available to all relevant data subjects. HESA recommend that HE providers include a link from their own privacy notices to the HESA Collection Notices, as we are doing here in this privacy notice to the above HESA website. 

Most of the personal data we process has been and is provided to us directly by the graduating students. The information is taken from the University’s students’ records system and/or provided directly to the graduation team through registration or email/phone contact. We need this data to:

• Share general updates about the University’s Graduation ceremonies and practical information about the events themselves
• Process student awards and produce degree certificates and transcripts
• Confirm attendance at graduation and release tickets
• Create and print the graduation programme for students and guests to use at graduation
• Enable the smooth running of the graduation ceremonies
• Celebrate the success of our students by printing names of graduates in the local newspaper (only for students who consent to this)
• Broadcast the ceremonies live on our website and to live-screening venues in Winchester Guildhall (or at other venues potentially) for students and guests who couldn’t attend
• Promote the university using publicity photographs (consent will be requested for individual or small group shots)
• Ensuring the graduation ceremonies are accessible for all students/guests who wish to attend
• Support students and guests who require a visa to attend graduation
• Keep a record of all students awarded in an academic year for records
• Complying with ‘legal obligations’ where the University is required to provide personal data under for example a subject access request (under The General Data Protection Regulation from 25 May 2018).

• We may collect, store, and use the following categories of personal information about you: (see APPENDIX A later).
• We may also collect, store and use the following "special categories" of more sensitive personal information: (see APPENDIX B later).
• The ‘purposes of the processing’ include: (see APPENDIX C later).
• In certain specific circumstances and linked also to its above mentioned ‘processing purposes’ and where there is also an additional ‘lawful basis’ for this further processing, the University may process a specific amount of sensitive personal data (or ‘special category data’ as its more formally known under GDPR). This is done in line with ICO guidance. We will use your particularly sensitive personal information in the following ways:
  
  • We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
  • We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
  • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
• Where we have a legal obligation to do so in relation to the role you are undertaking, we may require a criminal records check (Disclosure and Barring Service check) as part of our pre-employment checks. We process criminal offence data in line with the GDPR Article 10. We process criminal offence data in our official capacity as a higher education institution and meet the condition set out in Schedule 1 Part 1 of the Data Protection Act 2018 (that the processing is necessary for performing obligations or rights of under employment law, social security law or the law relating to social protection).

The ‘purposes of the processing’ include:

• Making a decision about your recruitment or appointment.
• Determining the terms on which you work for us.
• Checking you are legally entitled to work in the UK.
• Equal opportunities monitoring.

We will use your particularly sensitive personal information (or ‘special category data’ under GDPR) in the following ways:

• We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Where we have a legal obligation to do so in relation to the role you are undertaking, we may require a criminal records check (Disclosure and Barring Service check) as part of our pre-employment checks. We process criminal offence data in line with the GDPR Article 10. We process criminal offence data in our official capacity as a higher education institution and meet the condition set out in Schedule 1 Part 1 of the Data Protection Act 2018 (that the processing is necessary for performing obligations or rights of under employment law, social security law or the law relating to social protection).

We also collect some personal data from alumni of the University, where the ‘purposes of the processing’ range from:

• sharing general updates and news about the University and opportunities for involvement (such as for example as a Former Student Governor in May 2018)
• opportunities to attend events
• informing alumni of a Postgraduate Open Evening
• complying with legal obligations where the University is required to provide personal data
• fundraising purposes, with the prior consent from the alumnus

In order to complete these fundraising purposes and activities, the University may gather information about alumni from publicly available sources – for example, Companies House, the Electoral Register, and other online resources – to help it understand more about them as individuals and their ability to support the University, including financially.  The intention is to always ensure we use our resources as effectively as possible to help us engage appropriately with our community of alumni. In order to achieve this we may undertake wealth screening of our database.

Wealth screening (sometimes referred to as data enrichment and screening), is a process used by fundraising organisations to learn more about their constituents using trusted third party providers, who will assimilate publicly available sources to provide information back to the University. It supports planning for our fundraising and engagement campaigns – allowing us to prioritise the portfolio for fundraisers and senior leadership. Wealth screening enables us to better target our conversations about fundraising and therefore generate funds cost-effectively.

When conducting screening, the University  only uses vetted suppliers with the appropriate contracts in place. For the University of Winchester, the third party company employed to carry out the screening are Factary

If you would prefer the University to not use your data in this way, please email alumni@winchester.ac.uk or call the Head of Development on 01962 827426.

The ‘purposes of the processing’ range from:

• sharing general updates, operational information and news about opportunities for involvement (such as for example music ensembles and community engagement projects)
• to opportunities to attend events and concerts,
• staff administration, and
• to complying with legal obligations where the University is required to provide personal data under for example a subject access request under The General Data Protection Regulation from 25 May 2018.

The ‘purposes of the processing’ range from: compliance with external statutory reporting, data collection for educational and administrative purposes, institutional research for improvement of services for the student experience, and compliance with legal obligations where the University is required to provide personal data.

Categories of Personal and Special Category Data Collected at Registration and Re-Enrolment:

• Personal Details, including contact information and addresses
• Photo ID
• Emergency Contact Information
• GP information
• Nationality
• Course Study details
• Finance information
• Consent to Share information
• Disability information
• Statutory information
• Widening Participation information

Read the Registration and Re-enrolment Privacy Notice in full on our Policies and Procedures page.

Ask Alf is told your username and your staff or student status to contextualise your experience.

It may also draw on your faculty or course but only if the answers are specific to those elements (e.g. how do I get my placement expenses reimbursed).

The University does not collect the questions users ask Alf but anonymised comments and analytics will be used to improve the service.

All data is stored on the University Microsoft Azure platform. The data is stored in the UK under full adherence to all UK GDPR requirements.

We may collect, store, and use the following categories of personal information about you:

• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
• Date of birth.
• Marital status and dependants.
• Next of kin and emergency contact information.
• National Insurance number.
• Bank account details, payroll records and tax status information.
• Salary, annual leave, pension and benefits information.
• Start date.
• Location of employment or workplace.
• Copy of driving licence – only if a requirement for job role.
• Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
• Employment records (including job titles, work history, working hours, training records and professional memberships).
• Performance information.
• Disciplinary and grievance information.
• Information about your use of our information and communications systems.
• Photographs.

We may also collect, store and use the following "special categories" of more sensitive personal information:

• Information about your race or ethnicity, religious beliefs, sexual orientation, gender.
• Information about your health, including any medical condition, health and sickness records.
• Information about your trade union membership if you have chosen to pay trade union subscriptions through payroll.

The ‘purposes of the processing’ include:

• Making a decision about your recruitment or appointment.
• Determining the terms on which you work for us.
• Checking you are legally entitled to work in the UK.
• Paying you and, if you are an employee, deducting tax and National Insurance contributions.
• Providing the following benefits to you: Employee Assistance programme, Enhanced maternity benefits, defined benefits pension scheme.
• Liaising with your pension provider.
• Administering the contract we have entered into with you.
• Business management and planning, including accounting and auditing.
• Conducting performance reviews, managing performance and determining performance requirements.
• Making decisions about salary reviews and compensation.
• Assessing qualifications for a particular job or task, including decisions about promotions.
• Gathering evidence for possible grievance or disciplinary hearings.
• Making decisions about your continued employment or engagement.
• Making arrangements for the termination of our working relationship.
• Education, training and development requirements.
• Dealing with customers and other third parties to whom your identity and background information is important. For example if you are to work on their premises or because of a proposed merger, acquisition or joint venture.
• Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work.
• Ascertaining your fitness to work.
• Managing sickness absence.
• Complying with health and safety obligations.
• Complying with court orders.
• To prevent fraud.
• To monitor your use of our information and communication systems to ensure compliance with our IT policies. This is not routinely done.
• To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
• To conduct data analytics studies to review and better understand employee retention and attrition rates.
• Equal opportunities monitoring.