Lancaster Assessment Centre Privacy Notice

This Privacy Notice explains how we will collect, use, disclose and protect your personal data. The Notice applies to all students who use the services of Lancaster University Assessment Centre and is not limited to those who are students of Lancaster University. The Assessment Centre will process your personal data in accordance with the General Data Protection Regulations (GDPR).

A full list of all the reasons for using your personal information is given in Table 1. This shows the legal basis that we use for processing your information.

Who do we share your information with?

The Assessment Centre may share your personal data with a number of different organisations such as:

Funding bodies providing DSAs such as the Student Loan Company and research councils
The Disability Service at Lancaster University (if you are a Lancaster University student and if we are providing some assessment services for them)
Your university (with your specific consent)
Auditors working for DSA-QAG (with your specific consent)

We are also required to return statistical data to DSA-QAG which may include your personal information but from which you will not be directly identifiable.

In emergency situations i.e. a life or death situation the Assessment Centre may share your personal data, including sensitive personal data with organisations /individuals such as a medical professional, the police service.

A full list of all the different organisations that the Assessment Centre may share your data with is given in Table 2.

How do we keep your information secure?

The Assessment Centre has, through the University, robust Information Security policies in place to protect your information. All staff at Lancaster University have a responsibility to make sure that your data is handled securely. Further information can be found in the Information Security Policy.

How long do we keep your information?

We will keep your records for a period of 6 years after our relationship ends, in line with Lancaster University’s general student records policy. For DSA purposes we are required to offer support for the duration of your course. We, therefore, deem that the ‘end of relationship’ is the expected end date of the course of study for which you have been assessed. If you tell us that your course end date has changed (because you have changed course, intercalated, or moved on to further study) we will update your course end date and our retention period will be extended accordingly.

Your rights

You have the following rights regarding your personal data:

To have access to your personal data
To have inaccurate or incomplete personal data amended
To have your personal data deleted – this will only apply when there is no legitimate reason for the University to continue to use your personal data
To restrict the use of your personal data
To request personal information in a digital form so that you can provide to other organisations
To object to automated decision making and profiling
To withdraw consent when we have used consent as the basis for using your information

The University has a range of policies to support these rights.

If you wish to exercise your rights you are advised to first read these policies as there are some exceptions to using your rights. For example, it is a statutory duty for the University to send some of your information to HESA each year. In this case, you could not apply to restrict this use of your information.

Any requests to use your rights over your personal data should be made to the University’s Data Protection Officer.

Your responsibilities

You are required to read this Privacy Notice when it is presented to you during your application to be assessed. It is important that you do this so you understand how we use your personal information and your rights.

Please assist the Centre in keeping your record up to date by notifying us of changes e.g. phone number, address, etc.

Concerns and Contact Details

The University’s designated Data Protection Officer is:

Mike Abbotts, Information Governance Manager

Email: michael.abbotts@lancaster.ac.uk

Phone: 01524 510841

Contact Mike if you have any concerns or complaints about this Notice or about the way your personal data is being used.

Lancaster University is the Data Controller for the personal data that it holds about you. The University’s contact details are:

Lancaster UniversityBailriggLancasterLA1 4YWUnited Kingdom

If you are not happy with the way the University has handled your concern or complaint then you may submit a complaint to the Information Commissioner’s Office.

Changes to this Notice?

This Notice has been developed to be compliant with the General Data Protection Regulations (GDPR). This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. Updates can be made at any time and the most up to date version will be found at (web link). If we make significant changes we will contact you to inform you of this.

Table 1 - How we use your information

No	Purpose	Legal Basis
1	Communicate to you as a prospective student in relation to your application to be assessed at the Centre.	Consent
2	Processing of your application for an Assessment.	Consent
3	Information about your declared health conditions and disability you have shared with us will be used to determine the recommendations we make.	Consent
4	Administer your assessment record.	Consent
5	Administration of assessment-related policies and procedures including appeals and complaints.	Consent
6	To raise invoices to your funding body for our assessment fees.	Legitimate Interests
7	Production of statistical returns required for government bodies e.g. Department for Education.	Legal Obligation

Table 2 - Who we share your information with

No	Purpose	Legal Basis
1	We will share your Needs Assessment Report (NAR) with the funding body (SFE, SFW, SAAS etc) who have funded your assessment. We will also share the outcome of any Review or further recommendations that we make with your funding body.	Legal Obligation
2	With your explicit consent, we will share your Needs Assessment Report (NAR) with your university or HEI.	Consent
3	With your explicit consent, we may share your Needs Assessment Report (NAR) with Auditors working for or contracted DSA-QAG our audit body.	Consent
4	Government Departments such as the Department for Education and the GMC for the analysis of student statistics and/or to enable them to carry out their statutory functions as applicable.	Legal Obligation
5	To the police or other regulatory bodies where pursuant to the investigation or disclosure of a potential crime.	Legal Obligation
6	To close family, next of kin and the emergency services when necessary to protect the life of yourself or another person.	Vital Interest