Your Money - Student Services Privacy Notice
Introduction
The University of Chester is committed to protecting the rights and freedoms of individuals as detailed in relevant Data Protection legislation including looking after any personal data that it collects, uses or holds. This Data Processing and Privacy Notice describes how and why we collect and use personal information about you. It is issued under your right to be informed about how the University collects, uses and stores your personal data.
The Your Money Team is a central function within Student Services department. The purpose of our service is to promote responsible money management within our student community, and assist eligible students to access a range of University of Chester financial support funds and bursaries.
To deliver this service, we work closely with a digital financial education provider, Blackbullion and with JS Group. Please read JS Group's Privacy Statement.
Data Protection Principles
We comply with data protection legislation, which says the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
- Relevant to the purposes we have told you about and limited only to those purposes
- Accurate and kept up to date
- Kept only as long as necessary for the purposes we have told you about
- Kept securely
What Personal Data does the Your Money Team collect?
As part of the financial support application, we ask you to provide the following personal data: name, address, contact details, student ID number, course of study, level of study, duration of study, fee status and individual financial documentation (including bank statements).
We also process data about your enrolment, attainment and assessment, as well as any additional information you may provide to support your application.
This data is provided by the you at the time of your application to the University (via the student record system), or during the financial support application process.
What Special Category Data does the Your Money Team Collect?
As part of the financial support application, we process special category date relating to any declared health condition, including any disability. This data is processed as it may be relevant to the level of any possible financial awards made.
For validation and monitoring purposes, we may also process data relating to your racial or ethnic origin.
This data is provided by you at the time of your application to the University (via the student record system), or during the financial support application process.
Why does the Your Money Team need this data and how will they use this data?
We process both personal and special category data as part of the financial support application process.
This data is used to assess your eligibility for financial support, or to offer practical information and advice about issues that may be affecting your University experience.
What is the Legal Basis for processing the data?
We process personal and special category data in accordance with the following legal bases:
Article 6
- 1.a: the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
- 1.b: processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering a contract
- 1.d: processing is necessary in order to protect the vital interests of the data subject or of another natural person
- 1.e processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
Your data is processed for the specific purpose of applying for financial support from the University. Where a financial support award is repayable (such as a Delayed Funding Loan), you will enter into a contract with the University to repay any monies given
In rare circumstances, we may also process Article 9 data:
- for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of social protection law;
- to protect the vital interests of the student or of another natural person where they are physically or legally incapable of giving consent;
- for the establishment, exercise or defence of legal claims;
- for reasons of substantial public interest, on the basis of UK law;
- for reasons of public interest in the area of public health;
For how long will the Your Money Team keep this Data?
We retain your data for no longer than 7 years, unless a longer retention period is required or permitted by law.
Who has access to the data and with whom will the Your Money Team share this data?
We may share your data with members of the Your Money Team, as well as other staff across the University, who are required to access it for the purposes of assessing your application or for internal and external reporting.
We may also share your data with third parties where required by any legal or regulatory obligation, where it is necessary to administer the contract with a student, to protect the University’s rights, property, or the safety of our employees, students, or others, or where we have any other legitimate interest in doing so.
Where there is the potential of imminent risk to self or others, data may be shared without obtaining consent.
How will the Your Money Team keep this data secure?
In line with the University’s Information Protection policies, we keep all data securely stored in our electronic filing system.
Your duty to inform us of changes
It is important the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.
What Rights do you have as a Data Subject?
As a data subject of the University, under the Data Protection legislation, you have a number of rights with regards to your data, dependent upon the legal basis for processing that data. As such you have the right to…
- Withdraw consent - where the University has used consent as the legal basis for processing;
- Be informed – about how the University, collects and uses your data;
- Access your personal data that the University holds and process;
- Rectify or correct any inaccuracies in your personal data that we hold;
- Be forgotten by requesting that your details are removed from the University systems;
- Restrict the processing of your data whilst it is being verified or corrected;
- Port your data in a machine readable and commonly used format;
- Object to certain processing by the University including direct marketing, automated decision making, profiling, scientific/historical research and statistics;
The above rights are not absolute and may only apply in some circumstances such as being dependent upon which lawful process has been used or whether an exemption may apply.
You may contact the University’s Data Protection Officer as necessary regarding your rights.
Who is the Data Controller and who is the Data Protection Officer?
The Data Controller is the University of Chester, Parkgate Road, Chester, CH1 4BJ. The Data Controller’s representative is Mrs Laura Gittins, University Secretary and Director of Legal Services, who may be contacted at the University address and on 01244 511000.
The University’s Data Protection Officer (DPO) is Sarah Pownall, who may also be contacted directly by email to dataprotection@chester.ac.uk for any queries relating to your privacy rights.
How to raise questions, comments, concerns, or complaints.
Should you have any questions, comments, concerns or complaints regarding the use of your personal data you should contact the University’s Data Protection Officer as detailed above.
You may also raise any concerns or complaints with the Information Commissioner’s Office who may be contacted as follows:
Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk
Changes to this Notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.