Privacy notice for past, present and prospective students of Goldsmiths
Goldsmiths, University of London is committed to protecting any personal information provided to us and meeting our legal duties under the Data Protection Act 1998, the General Data Protection Regulation and any other applicable laws.
This Notice explains how Goldsmiths will collect, use and share your personal data and sets out your rights in relation to your personal data Goldsmiths holds.
It should be read alongside the general information available on our website on how we process personal data:
Where your personal data is collected from
Your personal data is collected from the following sources:
- You – you provide data when you express an interest in studying at Goldsmiths, upon application to study, when registering as a student at the College, through using various College services while you undertake your studies, when registering for events or volunteering opportunities, when making a donation, when registering an interest in or joining the alumni community, and when registering an interest in or using alumni services such as the library and Goldsmiths Connect
- Third parties – the College obtains data from various organisations such as UCAS, the Student Loans Company and other academic institutions.
The personal data that is collected and processed
The data collected and processed may include:
- Your name, title, gender, date of birth, passport number, country of domicile and nationality
- Contact details (address, email addresses, phone numbers)
- Information relating to your previous education, such as subjects studied and examination outcomes
- Any employment history, including employers and employment period
- Records of attendance at Goldsmiths
- Records of assessment outcomes, including details of summative assessments submitted, examinations taken, marks and grades awarded, academic appeals, student complaints and disciplinary procedures
- Records generated through your use of College services, such as Student Accommodation and Wellbeing
- Sensitive personal data or special category data, including your racial or ethnic origin, religious beliefs or other beliefs, physical or mental health conditions and particular criminal convictions.
The purpose of processing your personal data
Goldsmiths will process your personal data for the following purposes:
- The administration and delivery of your academic studies (e.g timetabling)
- To administrate and deliver all College services that you are eligible for (e.g IT and Library Services)
- To maintain the good order of the College and for security and crime prevention (e.g Discipline procedure)
- Compliance with legal and regulatory responsibilities (e.g UKVI)
- To maintain and strengthen the alumni community
- To enhance College activities or develop new ones
- To conduct equal opportunities monitoring.
Securing your personal data
Your personal data is held securely within the College. Access to the data is controlled. Staff processing the data receive relevant training on data protection and information security.
From time to time, the College may commission agents of a third party to enhance the systems storing your personal data. Where this occurs they will act strictly in accordance with the instructions given by the College, scheduled within a data sharing agreement, so that your personal data remains secure.
Sharing your personal data with others
It is occasionally necessary for Goldsmiths to share your personal data with third parties. It may necessary share your personal data as follows:
- The local authority – to enable the assessment and collection of Council Tax and the administration of the electoral register
- All statutory authorities with duties relating to the prevention and detection of crime, the apprehension and prosecution of offenders, collection of tax or duty, or safeguarding national security – to assist authorities in the execution of their duties having had due regard to your rights and freedoms and the necessity of infringing them
- UKVI – to fulfil the terms of the College’s sponsor licence
- The Office for Students or Designated Data Body (HESA)– to comply with the College’s statutory and regulatory duties
- The Student Loans Company or any other statutory funding or sponsorship organisation with whom the College has a contractual relationship – to manage receipt of tuition fees
- The Students’ Union – to facilitate student membership of the Union
- The University of London – to ensure you have access to University facilities and for the award of University degrees
- Professional bodies – to confirm qualifications and accreditation for practice in a profession
- Placement providers – to facilitate any placement that may be a part of a programme of study.
- Potential employers or educational providers whom you have approached - to verify of details of your qualifications.
- Other third parties to enhance or develop the College’s academic activities.
All UK universities are obliged to give contact details for a sample of recent graduates to HESA (The Higher Education Statistics Agency) in order to conduct a survey of graduate destinations.
Graduates from Summer 2017 and earlier will be contacted both 6 months and potentially 3 years after graduation ("DLHE survey"). See this HESA collection noticee
Graduates from November 2017 onward will be contacted 15 months after graduation. (The “Graduate Outcomes” survey, which replaces the DLHE survey from 2017/18). See this HESA collection notice
These surveys help to inform government policy. They are also used in calculations for university league tables and by the universities themselves to assess the longer-term impact of the student experience. The data is provided to HESA strictly and solely for this purpose. All recent graduates to whom this applies will be given the option to opt out of the survey when they are first contacted.
How long will Goldsmiths retain your personal data for?
Goldsmiths will look to retain your personal data for as long as there is the lawful reason to do so unless you request that it be removed from the College’s records. Once no such reason exists, your data will be deleted or, where deletion is not possible for technical reasons, it will be anonymised.
You may ask at any time for us to delete your personal data by contacting dp (@gold.ac.uk).
The legal basis for processing your data
Goldsmiths relies on several different legal bases. Depending on the processing being performed these may include one or more of the following:
- Consent – processing will sometimes be carried out in accordance with your consent
- Performance of the student contract – processing is required to fulfil the College’s contractual obligations to deliver you educational services
- Vital interest – to protect the vital interests of yourself or another, particularly in the case of medical emergencies
- Legal obligation – providing data to statutory and regulatory agencies
- Public interest – to enable teaching and research, which delivers a public and societal benefit
- Legitimate interests – a vibrant and engaged alumni community supports and enhances the teaching and research of the College, having taken account of the privacy rights and freedoms of alumni.
Privacy legislation gives you have a number of rights to decide how your personal data is collected and processed. Details of these are contained within the general information on our website.
Further information regarding your rights as an individual is available from the Information Commissioners website.
You have a right to complain to the Information Commissioner’s Office about the way Goldsmiths processes your personal data. Details on how to complain can be found on the Office’s website.
Changes to this notice
This Notice may be amended or updated. Where this occurs, Goldsmiths will announce the change on its website. Once this has been done, you will be deemed to have accepted the change.
Should you have any concern about your personal data at Goldsmiths please contact the Data Protection Officer by email via: dp (@gold.ac.uk).