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Privacy notices

Student Privacy Notice

Last updated: 28 June 2022

The purpose of this Privacy Notice is to tell you how the University will collect and use your personal data. In addition to this notice, you may be given further information about the uses of your personal data when you use specific services and facilities offered by the University of Gloucestershire.

This Privacy Notice may be updated from time to time to ensure continued compliance with UK Data Protection legislation and to reflect best practice.

1. Identity and contact details of the Data Controller

The University of Gloucestershire is registered with the Information Commissioner’s Office as a Data Controller and is committed to protecting the rights of individuals in line with UK Data Protection legislation.

A copy of this registration can be found here.

2. Contact details of the Data Protection Officer

The Data Protection Officer is responsible for advising the University on compliance with UK 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 the Data Protection Officer at:

Data Protection Officer
University of Gloucestershire
Registrar’s Directorate
Fullwood House
The Park
Cheltenham, GL50 2RH

3. Where does the University obtain your personal data from?

The University obtains personal data about you from a range of sources, many depending on your circumstances or the services at the University you use. Some of the main sources of information include:

4. What personal data do we collect about you?

The University may collect the following types of personal data about you:

5. The purposes for which we process your personal data

The purposes for which we may use your personal data (including special categories / sensitive personal data) during your association with us include:

The University uses Learning Analytics, a system to review the information it holds on students to give them a greater awareness of how they are studying. Learning Analytics makes statistical analyses of how each student is using the various IT systems provided for their studies such as Moodle.

The University uses the data to assist students in achieving their study goals and to help the institution to improve aspects of education for future learners. Learning Analytics are intended to give students and the University a better idea of how their learning is progressing, and suggestions and interventions may be made on the basis of those analytics, if it is considered that the student may benefit from additional support. Further information can be found in the Learning Analytics Policy and Student Guide to Learning Analytics.

This is not an exhaustive list of all the ways in which your personal data may be processed by the University.

We may process your personal data as it is necessary for the performance of a contract between you and the University or in order to take steps at your request prior to entering into a contract. In this instance, we use your personal data for:

We may also process your personal data because it is necessary for the performance of our tasks carried out in the public interest or because it is necessary for both our or a third party’s legitimate interests. In this instance, we may use your personal data for the following:

We may also process your personal data for complying with our legal obligations. In this respect, we may use your personal data for the following:

We may also process your personal data where:

Information relating to conditions for processing can be found on the ICO’s website.

7. Who is your personal data shared with?

For the purposes set out in this Privacy Notice we may share some of your personal data with certain third parties, which may include:

This is not an exhaustive list and such third parties may have access to student data only for the purpose of performing their function. Any disclosure of personal data to third parties not listed here will be made only where there is a legitimate reason to do so and in accordance with Data Protection legislation.

8. Any transfers to third countries and the safeguards in place

Some of the personal data we process about you may be transferred outside of the European Economic Area (EEA). The University will only transfer data to countries outside the EEA when satisfied that both the party which handles the data and the country it is processing it in provide adequate safeguards for personal privacy.

In these circumstances, your personal data will only be transferred on one of the following bases:

9. How long will your information be held?

The University keeps personal data for as long as it is needed for the purpose for which it was originally collected in accordance with the University’s Records Retention Schedule.

On conclusion of your studies, your core student record data (including name, date of birth, attendance dates, award etc.) will be kept indefinitely, i.e. it will become a permanent historical record. This data is retained in order to provide a record of your registration as a student and your achievements at the University, to allow us to respond to requests for information from graduates and other leavers, and to report on attendance and performance or any other relevant aspect of the student body either at course, School, or University level.

Some anonymised information may also be retained for statistical purposes.

10. What are your Rights?

Under UK Data Protection legislation you have the following rights:

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Any requests or objections should be made in writing to the University’s Data Protection Officer, usin the contact details under Section 2 of this Privacy Notice.

11. How to raise a query, concern or complaint

If you have queries, concerns or wish to raise a complaint regarding the way in which your personal data has been processed you should contact the Data Protection Officer in the first instance, using the contact details under Section 2 of this Privacy Notice.

If you remain dissatisfied, then you have the right to refer the matter to the Information Commissioner’s Office (ICO). The ICO can be contacted at:

Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Telephone: 0303 123 1113

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