Student Wellbeing Privacy Notice

1) Introduction

Canterbury Christ Church University aims to put wellbeing at the centre of every student’s experience through an inclusive and compassionate student journey. The Student Wellbeing Services offer a variety of confidential support and advice to help you when you need it and contribute to your study success. The Services and Safeguarding teams also offer support and advice to university staff or others who support students or who have concerns about students.

This privacy notice outlines the data that the Student Wellbeing Services collects and reviews in order to fulfil these aims, including what personal information we hold and how we use it. It applies if you have registered with any of the Student Wellbeing Services available or if a record has been made by others about wellbeing or safety concerns or additional support they have offered you.

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

The information you provide or which is recorded on University systems by others will be used by Student Wellbeing Services and Safeguarding teams to work together with other departments or services both inside and outside the University to support you. Your data is held by the University securely and used in compliance with the Data Protection Act and the UK General Data Protection Regulation 2018.

As part of our work we collect, record and share information to ensure that our support meets your needs. This includes, but is not limited to, sharing of information in the form of a Learning Support Plan (LSP) or Placement Learning Support Plan (PLSP).

The personal information we process includes:

your course and personal details held on student record systems
information you or others in the University provide to us regarding your health and wellbeing including information on disability
information given to us on your behalf by third parties, for example, Disabled Student Allowance assessment centres, your doctor and the occupational health service.
information you share in order to develop a Learning Support Plan (LSP) or Placement Learning Support Plan (PLSP) outlining agreed support measures or reasonable adjustments to support your studies.

Your records are vital in helping us to provide you with appropriate support. The information we record and process about you is kept confidential and is not accessible to staff outside of the Student Wellbeing Services and/or Safeguarding teams.

We respect your confidentiality and only share relevant confidential information in specific circumstances:

We share information in various formats at your request; for example when sharing an agreed Learning Support Plan (LSP) or Placement Learning Support Plan (PLSP) with staff who need to know about the agreed reasonable adjustments, or when supporting an application you have made for exceptional circumstances to be taken into account.
We may have to share information with other staff or external bodies on a need to know basis, for example when there are concerns about your safety or the safety of others or when where we are legally obliged to do so such as in the context of a police investigation.

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:

Legal Obligation

We process your personal data under legal obligation to comply with statutory obligations. One of our statutory obligations is to provide reasonable adjustments under the Equality Act 2010 to ensure our services are accessible to all disabled people. We are required to take reasonable steps to make adjustments where a provision, criterion or practice puts disabled students at a substantial disadvantage.

Legal Obligation may also apply if we are required to share information with external bodies for the purpose of safeguarding or to prevent vulnerable people from becoming terrorists or supporting terrorism as outlined in the Prevent Duty. To find out more about our Prevent Duty, see our Prevent Duty Policy.

The legislation relating to processing data under this lawful basis can be found in UK GDPR, Article 6(1)(c):

(c) processing is necessary for compliance with a legal obligation to which the controller is subject.”

Public Task

The University may use the information you provide to respond to any comments or complaints you make about our services. The legal basis for this processing is Public Task. As part of our functions as a public body, we are required to investigate and respond to a complaint made by a student.

We may also process information for disciplinary purposes where we have reasonable belief you have breached the University’s regulations or policies, resulting in a need for further investigation.

The legislation relating to processing data under this lawful basis can be found in UK GDPR, Article 6(1)(e):

(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.”

Legitimate Interest

Our aim as an institution is to deliver a high-quality educational experience, through provision of consistent and appropriate student support. This may include processing your information to evaluate the impact of the interventions offered to support your wellbeing and safety. The lawful basis that applies for this purpose is Legitimate Interest.

The legislation relating to processing data under this lawful basis can be found in UK GDPR, Article 6(1)(f):

(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”

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

If you choose not to submit any personal information when requested, we may not be able to provide you with our services. This includes provision of reasonable adjustments.

5) Recipients of your personal data

We will share relevant information with University staff who support you in your studies, including those who run your course, particularly the course director. The course director, or administrative staff supporting them, will share the relevant information with those teaching and supporting you on your course.

We share the information with professional support staff who support you while you are at University. This might include disability advisers, support workers, and other non-medical helpers.

We may have to share information with organisations outside the University where it is necessary. This might include medical professionals, suppliers of relevant services or goods and funding bodies.

We may have to share information but will seek to limit the information, where

it is required by law
it affects an individual’s vital interests, and we need to process the personal data to protect someone’s life.

Otherwise, we will only share personal information about you with individuals or organisations outside the University if we have your permission. This includes providing information to parents, guardians and carers as per our Trusted Contact Policy. To find out more about this, see our Trusted Contact Privacy Notice.

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

We will keep your Student Wellbeing casefile for six years after the last entry. After this time, it will be destroyed securely.

For more information regarding how long your information is retained such as your TLA or LSP, see our retention schedule.

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:

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