University of Exeter
Falmouth University College

Protecting your information

Overview

The purpose of this notice is to explain how Falmouth Exeter Plus (FX Plus) Student Services will collect and process your personal data. This notice also tells you which third parties we may share your personal data with.
FX Plus is a data controller and is registered with the Information Commissioner’s Officer as required under the General Data Protection Regulation (GDPR) 2018. Falmouth Exeter Plus (FX Plus) will only process your personal data in accordance with the GDPR.

The Data Protection Officer for FX Plus is Jonathan Hocking, who can be contacted by:
Email: dataprotection@fxplus.ac.uk
Telephone: 01326 259431
Writing:
Data Protection Officer
Falmouth Exeter Plus
Penryn Campus
Treliever Road
Penryn
Cornwall
TR10 9FE

This notice will be reviewed annually to ensure continued compliance with current data protection legislation and to reflect best practice.
By accessing support from the FXPlus Student Services Teams, you agree to FX Plus processing your personal data (including sensitive personal data), for the purposes and in the manner set out in this notice.
In general terms, we process your personal data in order to be able to provide you with the right type of support to facilitate your life at university. In order to do this we may need to share your personal data on a need-to-know basis with third parties. These may include:

  • Other Student & Academic Services Teams: Library & Archives, ASK Academic Skills, English for Academic Purposes/Languages, Accessibility & Inclusive Learning, Living Support, Wellbeing, Counselling and Chaplaincy. 
  • DSA (Disabled Students' Allowance) funding bodies and support providers (including DSA needs assessors). 
  • Non-Medical Helpers (NMHs) allocated to support you. 
  • Other FX Plus teams: Estates, Health and Safety, Accommodation, IT, Security. 
  • Academic teams.
  • University Administrative teams (Student Administration at Falmouth, and Education Support at Exeter).
  • Any university department requesting information about a complaint, appeal or other formal process under the university’s regulations in relation to you. 
  • GPs or other healthcare professionals. 
  • Emergency Services. 
  • Your nominated emergency contact.

What information is processed

The type of personal data and sensitive personal data we may process about you consists of:

  • Your full name and your student number.
  • Your student photograph.
  • Your home address and your contact details including email(s) and telephone number(s). 
  • Your date of birth. 
  • Your disability, condition and/or any other evidence or medical information you provide. 
  • The support you are provided with and the provider(s) of this support. 
  • Your medication. 
  • Reasonable adjustments in your Individual Learning Plan (taken from your DSA Needs Assessment or evidence provided). 
  • Your course name and year of study. 
  • A record of meetings and communications between you and us and between us and any other staff, services or professionals involved in your support.

How and why your information is processed

Your personal data is processed by FX Plus as part of providing you with support at university. It may also be collected to fulfil legal obligations and/or regulatory duties that it owes to its regulators and to other third parties.
Student Services collects your personal data from the following sources:

  • Personal details and disability declarations on your UCAS form 
  • Personal details from about your condition from the accessibility questionnaire which you complete. 
  • Personal details from the Falmouth University or University of Exeter Student Record System. 
  • Do-IT Profiler and other specific learning difficulties screenings carried out. 
  • Information provided by or about you in relation to a DSA application.
  • Information provided by or about you in relation to a medical or health condition.
  • Feedback and notes from support and advice sessions (including agreed observations). 
  • Meetings and communications between you and us and between us and any other staff, services or professionals involved in your support

How your personal data is used

Here are some of the ways we will use your personal data. This list is not exhaustive, but is intended to provide you with an idea of the things that we may need to do, to provide you with support at university. FX Plus Student Services will not use your data for any other purpose than to provide support services for students at university.

  • To answer enquiries you make and provide you with information, advice and guidance services.
  • To allocate you the right type of support, to record the details of that support and to and monitor the support. 
  • To signpost additional services which may be of benefit to you.
  • To provide psycho-educational and psychological therapy support to you.
  • To help with your application for Disabled Students' Allowance (DSA). 
  • To create your Individual Learning Plan to show the adjustments that you need to have equal access to study. 
  • To create Personal Emergency Evacuation Plans (PEEPs) 
  • To fulfil a legal obligation for the DSA Quality Assurance Audit. 

This processing is necessary for the following reasons:

  • To ensure you get the support you need to complete your studies. 
  • To ensure you are safe. 
  • To ensure FX Plus’s compliance with any statutory obligations; and/or to protect the interests of the data subject or another person.

Sensitive Personal Data

Some of the personal data FX Plus processes about you will be “sensitive personal data” (or Special Category Data as it is referred to in the GDPR). This category of personal data is subject to additional protections. Sensitive personal data, for example, is information about your physical or mental health condition or your learning difference. This information is processed for some of the reasons set out above.

Who your personal data is shared with

Information concerning your physical or mental health could be shared with staff in your academic department, other FX Plus Student & Academic Services Teams, other FX Plus services (such as Security) or your allocated Non-Medical Helper (NMH) i.e. your tutor or mentor. This personal data will only be sent to people who need to know this information to support you.
In processing your personal data and/or sensitive personal data, FX Plus may have reason to share this data with a third party such as those listed below:

  • Your Needs Assessor. 
  • Your Student Funding Body (with consent).
  • An external support provider (such as an NMH supplier, GP or other healthcare practitioner). 
  • An external statutory agency (such as the Police, NHS services, or Council).
  • In exceptional circumstances where we are concerned about your safety/wellbeing or if we consider you to be a risk to yourself or others, we may share limited information both internally and with relevant third parties (for example GP, Ambulance, Police, NHS Trusts etc.) to ensure appropriate support is available. 

What happens with your personal data

Your personal data will be stored for six years after your last contact with the university. This is to ensure that if you have any queries or appeals the data can still be accessed. After this point, all of the data is deleted or destroyed.

Summary of legal basis for processing your data

What we do 

Deliver our service to you with regards to Student Services support during your student life with Falmouth University or the University of Exeter.

Our legal basis under GDPR

Article 6(1)(b) – this is necessary for the performance of our contract with you
Article 6(1)(f) – this is necessary for our legitimate interests.

What we do 

Share your details with other FX Plus teams, our partner universities (Falmouth and Exeter) and external parties to ensure your safety, wellbeing and fitness to study.

Our legal basis under GDPR

Article 6(1)(d) - this is necessary to protect your vital interests or those of another person.
Article 6(1)(f) – this is necessary for our legitimate interests.

Your Rights

You can object to the use of your personal data at any time, although in some cases we may not be able to provide your requested service where the information processing is an integral part of the service. We will tell you if this is likely to be the case.
Subject to some legal exceptions, you have the right to:

  • request a copy of the personal information FX Plus Student Service holds about you; 
  • to have any inaccuracies corrected; 
  • to have your personal data erased; 
  • to place a restriction on our processing of your data; 
  • to object to processing; and 
  • to request your data to be ported (data portability). 

To learn more about these rights please see the ICO website.

Please address any such requests to the FX Plus Data Protection Officer.

What you can do if you are unhappy with the way your data is being processed

FX Plus is transparent about its processing of your personal data. However, if you have any queries about how FX Plus processes your personal data you should contact our Data Protection Officer by emailing dataprotection@fxplus.ac.uk.

If you think that any of your personal data held by Falmouth Exeter Plus is incorrect (for example if you change your contact details), please let us know so that we can update our records accordingly.
You have the right to complain to the Information Commissioner (https://ico.org.uk) if you are not satisfied with the handling of your personal data by FX Plus.

The Information Commissioner’s Office can be contacted at the following address:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Student Services, September 2018

 

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