Marketing, Recruitment and Admissions
| Number | Purpose | Legal Basis: GDPR and DPA 2018 (where appropriate) |
|---|---|---|
| 1. | Communicate to you as a prospective student in relation to your application to be a student at the University. | Contract |
| 2. | Sending you marketing information such as about our services, events and activities, including invites to applicant visit days and promotional emails which we think may be of interest to you as a prospective student. | Contract |
| 3. | Correspond to you as an offer holder regarding the next steps in the application process. This may include a telephone call from a student ambassador. | Contract |
| 4. | Processing of your application for study at Lancaster University, including arranging an interview when appropriate. | Contract |
| 5. | To use a range of information you provide us, including financial information, and about your immigration status, to determine your fee status. | Public Task |
| 6. |
Information about any disability or long term medical condition you have shared with us may be used:
|
Contract, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8, Equality of opportunity or treatment under equality legislation |
| 7. | To determine your suitability for any course and/or placement through e.g. a Disclosure and Barring Service (DBS) disclosure, occupational health clearance, information on any criminal convictions. | Public Task, GDPR Article 10 – Protecting the Public, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 10, Prevention of crime, DPA 2018, Schedule 1, Part 2, paragraph 11, Protecting the public from dishonesty |
| 8. | To ask you to take part in a survey to provide us with information about your reasons for accepting or declining an offer at Lancaster University. | Legitimate Interest |
Administration of your student record
| Number | Purpose | Legal Basis: GDPR and DPA 2018 (where appropriate) |
|---|---|---|
| 1. | Administration of your student record. | Public Task, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8, Equality of opportunity or treatment under equality legislation |
| 2. | The inclusion of photographic images on the student portal (LUSI) for the production of your University ID card and within the student directory. | Contract |
| 3. | The creation of your email address; kept within a global address book available to all staff and students. | Contract |
Teaching and Assessment
|
Number |
Purpose |
Legal Basis: GDPR and DPA 2018 (where appropriate) |
|
1 |
Teaching, monitoring progress and assessment on your course of study. |
Public Task |
|
2 |
Provision of e-learning platforms such as Moodle as part of your programme of study. |
Public Task |
|
3 |
The use of attendance data collected through learning analytics and other sources to help you succeed and enhance teaching and learning. |
Public Task |
|
4 |
The use of other learning analytics to help you succeed and enhance teaching and learning e.g. data regarding VLE and library system usage. |
Public Task |
|
5 |
To administer field trips, events and other activities for educational purposes as part of your course of study. |
Public Task, Consent, Explicit consent |
|
6 |
Administration of student-related policies and procedures including appeals, complaints, grievances, disciplinary matters, malpractice including plagiarism, fitness to practice cases. |
Public Task |
|
7 |
To compile a factual case for fitness to practice cases. |
Legal Obligation, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 11, Protecting the public from dishonesty, DPA 2018, Schedule 1, Part 2, paragraph 12, Regulatory requirements relating to unlawful acts and dishonesty, etc. |
|
8 |
If you have engaged with the disability service your Inclusive Learning Support Plan (ILSP) will be shared with academic departments and relevant staff in order that reasonable adjustments can be made. |
Public Task, Explicit Consent, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8: Equality of opportunity or treatment under equality legislation |
|
9 |
Making arrangements such as for reasonable adjustments if you have declared a disability or long term medical condition to us or if we need to consider mitigating circumstances. |
Public Task, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8: Equality of opportunity or treatment under equality legislation |
|
10 |
The granting of your award (including the publication of awards and marks and inclusion in pass lists). |
Public Task |
|
11 |
The publication of your degree classification on departmental notice boards. |
Legitimate Interest |
|
12 |
Working with other institutions to award joint degrees and other qualifications |
Public Task |
Student Placements
|
Number |
Purpose |
Legal Basis: GDPR and DPA 2018 (where appropriate) |
|
1 |
The administration and management of your student placements including industrial and clinical placements and student exchanges such as the Erasmus scheme and study abroad. |
Contract, Explicit Consent, Employment, social security and social protection |
|
2 |
To determine your suitability for any placement through e.g. a Disclosure and Barring Service (DBS) disclosure, occupational health clearance. |
Contract, GDPR Article 10 – Protecting the Public, Employment, social security and social protection |
Financial
|
Number |
Purpose |
Legal Basis: GDPR and DPA 2018 (where appropriate) |
|
1 |
To make payments into your account as a result of bursaries, scholarships, subject awards, studentships, expenses and refunds. |
Contract |
|
2 |
The administration of financial awards and prizes including scholarships and bursaries. |
Consent |
|
3 |
The determination of financial aid, such as hardship funding and loans. |
Consent |
|
4 |
To set up student stipends, fee waivers and allowances. |
Consent |
|
5 |
Processing and recovery of University fees including course and accommodation fees and for overseas vacation programmes. |
Contract |
|
6 |
The administration of research funding which directly relates to your studies. |
Contract |
|
7 |
To keep records of your eligibility to park on campus. |
Contract |
Wider support offered to you as a prospective student/ student at Lancaster University
|
Number |
Purpose |
Legal Basis: GDPR and DPA 2018 (where appropriate) |
|
1 |
The provision of services such as Careers, Financial advice, Counselling, ISS and Library. |
Public Task, Contract, Explicit Consent, Substantial Public Interest, DPA 2018, Schedule 1, Part 2, paragraph 17: Counselling |
|
2 |
To offer services such as bin collection and travel information based on your location data and other data that you provide within iLancaster. |
Consent |
|
3 |
Direct communications about student benefits, opportunities, activities and events offered by or through the University. |
Legitimate Interest |
|
4 |
To provide pastoral and spiritual support during your course of study at the University. |
Contract, Explicit Consent |
|
5 |
To administer trips, events and other activities for social and other purposes. |
Consent, Public Task |
|
6 |
Making arrangements if you have declared a disability or long term medical condition to us in order to make sure you receive the appropriate support across the University. |
Public Task, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8: Equality of opportunity or treatment under equality legislation |
|
7 |
To protect the safety of individuals and their property and the protection of University assets, including the use of CCTV and Body Worn Video (BWV) carried by Security staff. |
Legitimate Interest |
|
8 |
The provision of immigration welfare services for international students, including applications for a visa and visa extensions. |
Legal Obligation, Legitimate Interests, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 6, Statutory and government purposes |
|
9 |
To contact you to inform you not to come to campus in the event of an emergency e.g. power cut, flood, etc. |
Legitimate Interest |
|
10 |
To monitor IT network infrastructure , traffic and connected devices and users to improve services, identify security issues and to comply with legal and contractual obligations. |
Legal Obligation / Legitimate Interest |
|
11 |
To manage the University car parks at the main Bailrigg campus, Health Innovation One and Chancellor’s Wharf, including the use of Automatic Number Plate Recognition (ANPR). |
Legitimate Interest |
|
12 |
To record instances of familial/sexual/romantic/business/commercial/financial relationships between staff, students, prospective staff or students and third parties where there may be a risk of a conflict of interest, in line with Office for Students Condition of Registration E6. |
Public Task, Employment, Employment, social security and social protection |
Housing
|
Number |
Purpose |
Legal Basis: GDPR and DPA 2018 (where appropriate) |
|
1 |
To inform you about making an application for University accommodation. |
Legitimate Interest |
|
2 |
The provision and management of University accommodation and the Lancaster University Homes Scheme, and associated services. This may include the processing of personal and special category data that you disclose regarding disabilities or long term medical condition relevant to your accommodation application. |
Contract, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8: Equality of opportunity or treatment under equality legislation |
|
3 |
To gather information on unspent relevant criminal convictions in order to determine your suitability for applying for University allocated accommodation. |
Legitimate Interest |
Surveys/Statistical Returns/Feedback/Analysis
|
Number |
Purpose |
Legal Basis: GDPR and DPA 2018 (where appropriate) |
|
1 |
Production of statistical returns required for government bodies e.g. the Higher Education Statistics Agency (HESA). Please see: https://www.hesa.ac.uk/about/regulation/data-protection/notices. |
Public Task |
|
2 |
To gather information on your student experience so that we can improve the services offered to you. |
Consent |
|
3 |
To facilitate the assessment and improvement of services that the University offers, to assess the effective management of the University and to ensure the efficient running of the University via internal and external audit. |
Public Task, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8: Equality of opportunity or treatment under equality legislation |
|
4 |
To assist in assessing the equality, diversity and inclusivity of Lancaster University. |
Public Task, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8: Equality of opportunity or treatment under equality legislation |
|
5 |
To facilitate the assessment and improvement of services that the University offers and for future planning and analytics purposes |
Legitimate Interest / Archiving, scientific or historical research or statistical purposes |
|
6 |
For academic research purposes where the law allows and subject to appropriate safeguards |
Public Task, Archiving, scientific or historical research or statistical purposes |
Alumni Engagement and Fundraising
|
Number |
Purpose |
Legal Basis: GDPR and DPA 2018 (where appropriate) |
|
1 |
So that we may communicate with you for alumni engagement and fundraising activities. Full details are provided in the Philanthropy, Alumni and Supporter Engagement Privacy Notice. |
Legitimate Interest, Consent |