Disability Service: Data Protection and Confidentiality

This statement outlines the reasons Goldsmiths Disability Service collects certain personal data; how this is used and who has access to it; and for how long we retain confidential information.

Primary page content

We also outline confidentiality and any limits to this.

Goldsmiths Disability Service is committed to collecting and using personal information that you provide in accordance with applicable Data Protection and Privacy laws, including the Data Protection Act (2018) and the GDPR.

What personal data we collect and why

We collect the following information:

Information you provide on the registration form when you apply for support from the Disability Service, which includes your personal data such as name, address, course details, etc.

We also ask for a brief summary of why you are accessing disability support, as well as some questions around current medical and mental health details, and past/current support.  This will help to inform the support we offer.

Medical or diagnostic evidence which is required to register with the service.

We also collect some information which is classed as Sensitive Personal Data or Special Category Data, which includes 6 of the protected characteristics of the Equality Act 2010, these include Age (from your date of birth), Disability, Ethnicity, Religion and Belief, Sex, and Sexual Orientation. These categories are optional - any data provided helps us to monitor our equality of opportunity commitment to users of the service. 

The Disability Adviser you meet at appointments or during drop-in will have access to all of the details you have provided in your registration form.

Once you have met with a member of the team, case notes will be made and kept on our secure database.

Storing and retaining your records within Goldsmiths Disability Service

All information you provide, as well as brief records of interactions with the service, will be stored on our secure database (which is password protected with two factor authentication)

Your information will be retained for seven years. Following this period, all information other than your identifying details and date of contact with the service will be securely destroyed.

Disclosure of your information

Goldsmiths Disability Service takes confidentiality very seriously.

We would not normally disclose or discuss any notes or information you have provided us with, nor would we confirm that you are accessing support from the Disability Service to staff outside the Disability Service, unless we have your explicit consent.

The exception to this is where there is significant welfare or safeguarding concerns. In such situations, we would ideally do this with your consent, but in situations where immediate action is required (to save a life for example) we may notify emergency services such as the Police or Paramedics. Separately, we may need to disclose information under the following legal requirements duties relating to the Safeguarding Vulnerable Groups Act 2006; Prevention of Terrorism Act 1971; for the prevention, detection or prosecution of a serious crime (e.g. rape, murder, manslaughter, treason or kidnapping) under the Police and Criminal Evidence Act 1984

Your Rights

Where we rely on your consent to process your information you have the right to withdraw your consent at any time.

However, by withdrawing your consent, we would be limited in the support we are able to offer from the Disability Service as we need to maintain client records as part of delivering an ethical service.

Under the Data Protection Act 2018 and the General Data Protection Regulation you have a right to a copy of the current personal information held on you by the University.

For more information or requests, or if you have any questions, please contact the data protection officer. Email: dp (@gold.ac.uk).

You can also visit the Information Commissioner’s website for further information and advice on your rights under both the Data Protection Act and the General Data Protection Regulation. You also have the right to complain to the Information Commissioner if you are unhappy with the way your information is being handled. Please see www.ico.org.uk for further details.


Contact the Disability Service or make and appointment