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Introduction

The University of Chester is committed to protecting the rights and freedoms of individuals as detailed in relevant Data Protection legislation including looking after any personal data that it collects, uses or hold. This Data Processing and Privacy Notice describes how and why we collect and use personal information about you. It is issued under your right to be informed about how the University collects, uses and stores your personal data.

Careers and Employability provides a variety of employability-enhancing experiences through the curriculum, employer contact, tailored group sessions and individual advice and guidanceCareers and Employability is also responsible for managing and overseeing the University’s responsibilities of the Graduate Outcomes Survey (GOS).

Data Protection Principles

We will comply with data protection legislation, which says that the personal information we hold about you must be:

  • Used lawfully, fairly and in a transparent way

  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes

  • Relevant to the purposes we have told you about and limited only to those purposes

  • Accurate and kept up to date

  • Kept only as long as necessary for the purposes we have told you about

  • Kept securely

What Personal Data does the University collect?

All University of Chester students automatically have a CareerHub account created on or around enrolment. CareerHub is the student and recent graduate online access point to Careers and Employability services. CareerHub also allows Careers and Employability staff to use it as a content management system through individual administrative logins.

CareerHub provisions student and graduate information directly from SITS (student record system).

Personal information provisioned from SITS to CareerHub is; First name; Last name; Student Number; Visa Code; Fee Status; Email; Alternative email; Mobile; Phone; Address; Gender; Date of Birth; International student status; Career Registration question responses; education record/course details.

We may also collect additional information you actively choose to provide to us when interacting with Careers and Employability. Such information includes; bank account details when applying for the Chester Employability Fund (CEF); eligibility to work documents when applying for UniJob; details of employment and/or further study as part of the Early Destinations Review.

In addition to CareerHub we may also store some information in documents saved on secure University servers.

What Special Category Data does the University Collect?

Careers and Employability provision some special category data from the SITS into CareerHub. The special category information we provision is; Disability; POLAR3 grouping and Ethnicity. This is information already disclosed to the University by the student/graduate.

If during an interaction with Careers and Employability a student/graduate discloses additional information that would be deemed special category, they will be asked whether they wish for this disclosure to be documented. Where they agree, this will be included in their journal (notes) within CareerHub. This journal entry would then be shared with the student/graduate through CareerHub. Access to journal entries is restricted to Careers and Employability staff.

Why does the University need this data and how will the University use this data?

Careers and Employability are processing personal information for the following reasons:

  • To provide promotional communications, information, advice and guidance in order to improve the employability of students and graduates. This is of benefit to both the University and the student/graduate.

  • The information allows Careers and Employability to produce anonymised statistical reports.

  • To enable the University to perform it’s responsibilities of the Graduate Outcomes Survey (GOS).

  • Obtain feedback to improve the services we offer to students and graduates. 

Careers and Employability are processing special category data for the following reasons:

  • To provide specialist career guidance, for example working hours for non-UK students and issues around disability and disclose and reasonable adjustments.

  • Monitor engagement by different groups of students and graduates to ensure services are being provided to and accessed by all students.

  • Any special category reporting outside of Careers and Employability is anonymous.

What is the Legal Basis for processing the data?

Personal data will be processed by Careers and Employability on one or more of the following legal bases;

Contract: Article 6 (1) b “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”. Whereby Careers and Employability provide services to students and graduates as part of the University’s student contract pertaining to teaching and learning.

Public task: Article 6 (1) 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” Providing data to statutory and regulatory agencies including the Higher Education Statistics Agency (HESA) and the Office for Students (OfS). This includes providing details of recent graduates to HESA for the purpose of conducting the Graduate Outcomes Survey approximately 15 months after their course end date.

Legitimate interest: Article (1) 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” Processing data for the purposes of informing students and graduates of various activities which aim to ensure that individual students achieve good outcomes in terms graduate - level employment or further study. This is of benefit to the student/graduate and the University.

Special category data provisioned from SITS will be processed by Careers and Employability on following legal basis;

Article 9 (2) j processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.”

Special category data provided by the student/graduate during an interaction with Careers and Employability and where agreement has been obtained to make a record of thisdisclosure will be processed by Careers and Employability on following legal basis;

Article 9 (2) a the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject”

Unsubscribing

Students and graduates can unsubscribe from marketing communications about Careers and Employability services at any time. There is a link in all marketing emails sent by Careers and Employability. It is also possible to amend communication setting within CareerHub.

Students and graduates are however unable to unsubscribe from communications about Graduate Outcomes. This is because contact details for this purpose are being processed on the basis of carrying out a public task. We have a statutory requirement to provide these contact details to HESA and inform students/graduates of the survey. Although students/graduates are unable to unsubscribe from these communications in advance of the Graduate Outcomes Survey, this does not affect their right to decline to take part in the survey then contacted by the third-party survey company.

For how long will the University keep this Data?

Current students studying at the University access CareerHub through the University’s single sign on system. Shortly after the education end date, current student user accounts are switched to graduate accounts. An automated notification is sent from CareerHub to update users of this change. Graduates at this point can provide updated contact details. Where new details are provided these are updated in SITS by Careers and Employability.

From the point the account becomes a graduates account, graduates are also able to exercise their ‘right to be forgotten’ which strips their account of all personal details and retains only a skeleton record for reporting.

CareerHub is available for the duration of studies at the University, and for two years after the education end date. After two years, CareerHub accounts are deactivated and data retained only for reporting.

Who has access to the data and with whom will the University share this data?

All Careers and Employability staff have access to data within CareerHub. Other members of staff within the wider Student Futures also have certain access rights to CareerHub to allow them to manage events for Development Week and Wellbeing Events. Access to non- Careers and Employability Student Futures staff is allocated on a case-by-case basis.

We will share contact information with HESA for the Graduate Outcomes Survey. The Graduate Outcomes survey is overseen by HESA and carried out by a third-party survey contractor who works in collaboration with HESA and the University.

Student numbers may be uploaded in to the Jisc Online Surveys (formally BOS) to monitor survey responses for the Early Destination Review of employment and further study outcomes. Responses to this will also be stored in Jisc Online Surveys for the duration of the survey. Once the survey ends responses are downloaded and saved on the University secure network.

Email addresses may be uploaded in MailChimp where a marketing campaign is being run through that platform.

To be able to effectively administer careers events, Careers and Employability may disclose some information to event organisers, such as name, level of study, year of study and academic faculty, school and department.

How will the University keep this data secure?

Information will be stored securely in line with the University’s information protection polices

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.

What Rights do you have as a Data Subject?

As a data subject of the University, under the Data Protection legislation, you have a number of rights with regards to your data, dependent upon the legal basis for processing that data. As such you have the right to:

  • Withdraw consent - where the University has used consent as the legal basis for processing
  • Be informed – about how the University, collects and uses your data
  • Access your personal data that the University holds and process
  • Rectify or correct any inaccuracies in your personal data that we hold
  • Be forgotten by requesting that your details are removed from the University systems
  • Restrict the processing of your data whilst it is being verified or corrected
  • Port your data in a machine readable and commonly used format
  • Object to certain processing by the University including direct marketing, automated decision making, profiling, scientific/historical research and statistics.

The above rights are not absolute and may only apply in some circumstances such as being dependent upon which lawful process has been used or whether an exemption may apply.

The following table details the right that accompany each lawful basis.

Table detailing the various rights that accompany each lawful basis; see GDPR chapter III

You may contact the University’s Data Protection Officer as necessary regarding your rights.

Who is the Data Controller and who is the Data Protection Officer?

The Data Controller is the University of Chester, Parkgate Road, Chester, CH1 4BJ. The Data Controller’s representative is Mr Adrian Lee, University Secretary, who may be contacted at the University address and on 01244 511000.

The University’s Data Protection Officer (DPO) is Rob Dawson. He may also be contacted at the University’s address and tel number and also by email on dpo@chester.ac.uk.

How to raise questions, comments, concerns, or complaints.

Should you have any questions, comments, concerns or complaints regarding the use of your personal data you should contact the University’s Data Protection Officer as detailed above.

You may also raise any concerns or complaints with the Information Commissioner’s Office who may be contacted as follows:

Information Commissioners Office Wycliffe House

Water Lane Wilmslow Cheshire SK9 5AF

Tel: 0303 123 1113.

www.ico.org.uk

Changes to this Notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.