Privacy Notice – Personal Relationships Policy

Privacy Notice – Personal Relationships Policy

Your Personal Data:

The University of Glasgow will be what is known as the ‘Controller’ of the personal data you provide to us as part of the declaration process for Personal Relationships Policy in relation to the University.

Why we need it

We need to collect data (name, School/RI, status [staff/student], staff/student number) in relation to personal relationships between:

  • Students and staff;
  • Staff and staff, where there is a conflict of interest as defined in the Personal Relationships Policy.

The policy covers three types of relationship, intimate, close and family, however we will not collect data on the type of relationship.

We will only collect data to ensure any conflicts of interest (i.e. supervisory role, marking of assessments, line management responsibility, sitting on a relevant promotions panel) are managed appropriately. This policy is in place to ensure the University is providing our duty of care in relation to students and staff.

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance, the University has a legitimate interest relating to the Personal Relationships Policy and our duty of care to process the data you provide.

The University has conducted a Legitimate Interests Assessment (LIA) and concluded this process is important to ensure we give due regard to the duty of care to our staff and students by managing any potential conflicts of interest arising from known relationships.

What we do with it

All the personal data we process is processed by our staff in the United Kingdom, with the exception of data processed on staff and students who are based at Singapore Institute of Technology.  Your data is not shared with any third parties and is only processed for the purpose of administering the Personal Relationships Policy and ensuring duty of care to the student and/or staff involved.  

Students can disclose information to a range of staff as outlined in the policy, however the data on the relationship will be held by the relevant Head/Director and senior administrator for the function in a password protected file. The functions are:

  • School/RI/Service for students and staff;
  • Chief Operating Officer/Director of Professional Services for relationships involving College Management Group/USLT;
  • HR Director for relationships involving Senior Management Group.

How long we keep it

Your relationship status will be maintained and kept up to date as appropriate by the either parties until either:

  • The student has graduated, plus one year.
  • The staff member resigns and/or moves to another area and there is no longer a conflict of interest, plus one year.

After this time lapse it is the responsibility of the data controller to delete the data.

What are your rights?

If at any point you believe the information we process relating to you is incorrect, you can request to see this information and have it restricted, corrected or erased. You also have the right to object to the processing. If you wish to exercise any of these rights, please contact dp@gla.ac.uk .

If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.

Our Data Protection Officer can be contacted at dataprotectionofficer@glasgow.ac.uk

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office (ICO). https://ico.org.uk/