1. Identity and contact details of the Data Controller

The University of Gloucestershire is registered with the Information Commissioner’s Office as a Data Controller and is committed to protecting the rights of individuals in line with Data Protection legislation.

A copy of this registration can be found here.

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2. Contact details of the Data Protection Officer

The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it.  If you have any concerns regarding the way in which the University is processing your personal data, please contact the Data Protection Officer at:

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Data Protection Officer

University of Gloucestershire

Fullwood House

The Park

Cheltenham, GL50 2RH

Email: dpo@glos.ac.uk

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3. What information do we collect about you?

Outline the types of personal data that you are collecting / processing.

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4. How will your information be used?

You should detail the purposes for processing the personal data.

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5. What is our lawful basis for processing your personal data?

Confirm what your legal basis for processing the personal data is as well as your condition for processing any special category data (if applicable).

Staff guidance on the lawful bases for processing personal is available here. 

Information relating to conditions for processing can be found on the ICO’s website.  

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6. Who your personal information is shared with?

You will need to specify the recipients or categories of recipients of the personal data.

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7. Transfers to third countries and safeguards in place

In this section, you need to specify if the personal data will be transferred outside of the European Union and how this transfer is justified.

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8. How long will your information be held?

You will need to confirm in this section, how long you will hold the personal data for.  You should refer to the University’s Records Retention Schedule and JISC guidance here to determine your retention period.

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9. What are your Rights?

Under Data Protection Legislation you have the following rights:

• to request access to, and copies of, the personal data that we hold about you;

• to request that we cease processing your personal data;

• to request that we do not send you any marketing communications;

• to request us to correct the personal data we hold about you if it is incorrect;

• to request that we erase your personal data;

• to request that we restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);

• to receive from us the personal data you have provided to us, in a reasonable format specified by you, to another data controller;

• to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights and freedoms.

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Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

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Any requests or objections should be made in writing to the University’s Data Protection Officer, contact details are in Section 2 of this Privacy Notice.

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10.  How to make a complaint

If you have queries, concerns or wish to raise a complaint regarding the way in which your personal data has been processed you should contact the Data Protection Officer in the first instance, using the contact details under Section 2 above.

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If you still remain dissatisfied, then you have the right to apply directly to the Information Commissioner’s Office (ICO) for a decision. The ICO can be contacted at:

Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.org.uk