Trusted Contact Privacy Notice

1) About our service

This Privacy Notice explains the University’s processing of trusted contact personal data. We provide here a summary of how we use trusted contact information.

We ask all students to provide trusted contact information each year at registration. Usually, a trusted contact will be a parent, partner, family member, carer or guardian. However, it does not have to be.

The nominated trusted contact must be able and willing to act on the students behalf in case of a serious incident or serious concerns about a students safety or mental health.

We ask students to ensure their trusted contact is aware they nominated them as a trusted contact and provided their contact details to the University.

2) Information about you: what we collect and how we use it

The information collected is the trusted contacts:

• Name and title
• Relationship to the student
• Mobile phone number
• Landline phone number
• Email address
• Home address

We only make contact with your trusted contacts in serious or critical circumstances. We do not use trusted contact information to tell someone about your studies at the University. We only use it if we have a concern relating to your health, safety or welfare of yourself or others.

Students can change the trusted contact at any time in the year and as often as they wish. They can do so by logging into the student portal.

3) The legal basis for the processing of the data

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

Public Interest

It is in the public interest to ensure that all students are kept safe and to contact nominees in the case of an emergency. When we process special category data relating to trusted contacts, we do so because it is necessary for a substantial public interest concerning safeguarding individuals.

Vital Interest

This is when processing is necessary in order to protect the vital interests of the data subject or of another natural person. This could be where a safeguarding issue has been raised where the student may be at risk of or has come to harm.

4) What happens if you refuse to provide your personal information?

Students can remove the trusted contact but we strongly advise providing us with a trusted contact as it is in your best interests.

If you choose not to submit any personal information we will not be able to contact anyone known to you in the event of an emergency.

5) Recipients of your Personal Data

Your information may be shared internally if access to the data is necessary for performance of individuals roles.

6) How does The University protect data?

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

Where the University engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

7) Retention Period

CCCU will retain your data for a minimum of six years after the conclusion of your contract with us.

This is the statutory limitation period for Simple Contract stated by the Limitation Act 1980.

8) The Data Controller and further information

Canterbury Christ Church University is the Data Controller for this personal data.

Please click the link below to access further information regarding:

• The Data Controller
• The name and contact details of the University Data Protection Officer
• Where to make a complaint
• Your rights as a Data Subject
• How to contact the Regulator