Graduate Talent West

Privacy Policy

University Data Protection Privacy Notices

Introduction

A privacy notice is the written (or oral) statement that individuals are given when personal information is collected from them. In order to comply with the fair processing terms and conditions of the Data Protection Act such notices must always be included on all forms/on-line surveys/questionnaires (or other medium) which asks for personal data. The basic legal requirement of a Privacy Notice is to make sure people know who you are, what you intend to do with their information, who it will be shared with or to whom it will be disclosed. Depending on the circumstances you may decide to inform people:

  • if you intend to pass personal data on, the name of the organisations involved and details of how they will use the information;
  • how long you or other organisations intend to keep the information;
  • whether replies to questions are mandatory or voluntary;
  • the consequences of not providing information
  • whether the information will be transferred overseas;
  • what you are doing to ensure the security of personal information;
  • about their rights and how they can exercise them, for example, the fact that a person can obtain a copy of their personal information or object to direct marketing;
  • who to contact if they want to complain or know more about how their information will be used;
  • about the right to complain to the Information Commissioner if there is a problem.

Transparency and Consent

Individuals should not be misled when their personal data is requested. It is important to make sure that where people have a choice about whether to supply their personal information, they are given a genuine opportunity to exercise it. A good example of this is the opportunity to subscribe to, or unsubscribe from, direct marketing, or the completion of a survey or on-line training. Even if individuals have no real choice, the collection of information about them still has to be fair and transparent. A privacy notice must therefore be included which ensures the individual either provides a signature, or ticks a box, agreeing to the processing of their data as described. When collecting personal data on-line privacy notices (see example below) should be clearly shown. The individual should not be able to continue completing the survey/questionnaire/form etc. unless their prior consent has been given (e.g. via a tick box).

Standard University Data Protection Privacy Notice

To be included on all forms/surveys/questionnaires when collecting personal data from any medium, including via the internet.

1998 Data Protection Act, Consent to Process Personal Information

The personal information collected on this form/questionnaire/survey/other (please insert) will be processed by the University in accordance with the terms and conditions of the 1998 Data Protection Act. We will hold your data securely and not make it available to any third party unless permitted or required to do so by law. The requested information will be used as follows (please insert):

  • 1. Purpose for collecting the information.
  • 2. To whom the information will be disclosed and why.
  • 3. How long the information will be kept/when it will be destroyed.
  • 4. Where the information will be stored and how secure it will be.

I agree to the University processing my personal data as described above