Privacy Notice for Student Wellbeing & Inclusion
This privacy notice explains how the Wellbeing & Inclusion Team will use your personal information when you use their services and explains your rights in law. It is important that you read this notice before giving us your information.
Your Personal Data
The University of Glasgow is known as the ‘Data Controller’ and will process your data in relation to the provision of services by the Wellbeing & Inclusion Team which include The Counselling & Wellbeing Service, The Disability Service and the Safeguarding Team.
How do we collect your personal data?
We obtain personal data about you from the following sources:
- From you when you register with the University and subsequently with the Counselling & Wellbeing Service or The Disability Service and/or when you provide details to the Safeguarding Team.
- From your subject area, including from a Student Support Officer, Tutor/Supervisor, Adviser of Studies or from another University support service (e.g. Res Life, Peer Support or Chaplaincy, security ) when they make a referral to our service.
- From a third party. For example: UCAS, funding bodies such as SAAS or SFE, placement providers, medical professional, parent, guardian, spouse, friend or carer; in this instance, we will endeavour to ensure that the third party has lawful authority to provide us with your personal data
Your personal data will be used by the University to ensure that you receive appropriate support and/or reasonable adjustments and that during any episode of poor health or wellbeing you are properly supported, either for the duration of your challenge(s) or your total study period. This means that the teams within Wellbeing & Inclusion may share information with one another to ensure your needs are met.
What types of data do we collect?
We will collect the following types of personal data about you:
- Your name, date of birth and University of Glasgow ID number
- Contact details, including your University and personal e-mail addresses and telephone number
- Information about your course of study
- Information about your funding body
- Information about the GP practice you are registered with
We will collect the following types of special category data:
- Information about how you are disabled, including information about support you received previously
- Medical or documentary evidence about how you are disabled, including information about any long-term health or mental health condition, sensory or mobility impairment, or learning difference
- Information relating to mental health difficulties, and any mental health support or treatment you are currently receiving from the Counselling & Wellbeing service
- Ethnicity (optional)
We will only collect data that we need, to provide and oversee our service(s) to you.
How is information about you shared?
Relevant information may be shared with university staff who need to provide a service to you under the terms of the student contract. This is to ensure there are no points of failure in the reactive support we provide to you. This could include The Counselling & Wellbeing Service, The Disability Service, ResLife, The Chaplaincy, Advisers of Study, Student Support Officers, relevant teaching staff, and/or University Security. Examples of how we use your information are outlined in the table below. With your consent, we may share details of your support with your GP or health practitioner, or a third party, such as your parent/guardian, spouse or carer.
In high risk or emergency situations, or where we have concern for your welfare and have been unable to contact you, your information may be shared with the NHS and/or Police Scotland without your consent. We may also use your emergency contact details to inform your emergency contact of concerns about you or to ensure your wellbeing.
| Description of purpose of sharing data | Who receives the data | Legal Basis | |
|---|---|---|---|
| Fulfillment of the Student Contract (Section 8). This may include Case Review or Fitness to Study meetings | To provide comprehensive support services to you and ensure your wellbeing and safety. | Can include: the Counselling & Wellbeing Service, the Disability Service, Safeguarding Team, Chaplaincy, ResLife, Student Support Officers, Advisors or Study, Heads of School. | Protecting the vital interest of yourself or another. |
| Disability Entries Report - MyCampus | Details of support requirements to ensure we meet our legal obligations in relation to the provision of reasonable adjustments. | Can include: Disability Coordinators, Advisors of Study, Programme Administrators, Library Staff, Assistive Technology Tutors, Alternative Formats Officers. | Substantial public interest based on Union or Member State Law - under the Equality Act (2010). |
| Funding Applications | If we determine from your Needs Assessment that Disabled Students' Allowance (DSA) funding is required. | SFE, SAAS, SFNI, SFW or the Research Council. | Substantial public interest based on Union or Member State Law - under the Equality Act (2010). |
| Provision of equipment or assistive technology | If your Needs Assessment states that you need specialist equipment for your studies (that the University cannot readily provide). | Your contact details and address (if equipment is to be delivered), funding body and funding body reference number will be shared with our IT supplier, Concept Northern. | Substantial public interest based on Union or Member State Law - under the Equality Act (2010). |
| The provision of non-medicak personal help (NMPH) | If your Needs Assessment recommends non-medical personal help (NMPH) support, we will share information with the providers of the NMPH support. | Mentors within the Wellbeing & Inclusion Team, Clear Links and/or the National Autistic Society. | Consent - the Service will process certain data only with our consent, e.g., sharing information with a parent, spouse or carer. |
| Referral to NHS Service | If you require access to medical support, diagnostic or prescribing service. | NHS LIason nurse within the Counselling & Wellbeing Service, Staff within the NHS. |
Protecting the vital interest of yourself or another. Consent - the Service will process certain data only with your consent, e.g., sharing information with a parent, spouse or carer. |
| Where you are involved in a Student Conduct process | As part of the Risk Assessment process in the Code of Student Conduct, we may share limited information about engagement with our services. | Can include: Conduct Case Manager, Head of Student Conduct, Head of Campus Security. |
Protecting the vital interest of yourself or another. Consent - the Service will process certain data only with your consent, e.g., sharing information with a parent, spouse or carer. |
| Where we have serious concerns for your wellbeing or safety or concerns you may pose a concern to the wellbeing and safety of others | To reduce risk of harm to you and others and to ensure public safety. | Can include, social work, police, NHS and other agencies outside of the University. |
Protecting the vital interest of yourself or another. Consent - the Service will process certain data only with your consent, e.g., sharing information with a parent, spouse or carer. |
Management information and data analytics
We may analyse data about the use of our services to help us understand and react to usage trends, strategically plan and enhance the future provision of support for
students, and report on issues and successes of the Service, University and its students. While we will, where possible, use anonymised data for these purposes, in some cases we will use personal data where there is a legitimate interest in doing so.
Any data included in reports for the Scottish Funding Council, the Scottish Government, Local Authorities, or other funders, to help us understand the success and determine the effectiveness of our work, will only be done so anonymously and as part of a total amount, so you will never be identifiable.
IT Systems
Case-notes, forms and letters, emails, email attachments, are stored securely within the Core-Net or Target Connect case management system. All data is held on servers in the UK and will only be accessed by authorised persons of the University of Glasgow, GTI Media or CORE IMS.
The other systems used to process your data (MyCampus and Ivanti) are part of the University’s corporately supported IT architecture and are protected by the University’s security measures.
How long do we keep it for?
Your data will be retained by Wellbeing & Inclusion for six years after (whichever is sooner):
- Your last contact with the service; or
- Termination of your studies (for example on graduation or withdrawal)
After this time, your data will be securely deleted, and files will be destroyed.
What are your rights?*
You can request access to the information we process about you at any time. If at any point you believe the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or erased. You may also have the right to object to the processing of data and the right to data portability.
If you wish to exercise any of these rights, please submit your request via the webform or contact dp@gla.ac.uk.
*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is carried out
Complaints
If you wish to raise a complaint on how we have handled your personal data, you can contact the University 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 not processing your personal data in accordance with the law, you can complain to the Information Commissioner's Office (ICO).