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How we use your personal information

The legal basis for our use of your personal information

The type of external recipients we may share your information with

Based on consent that you have provided to us

To perform our contract with you

To comply with legal obligations

To protect your vital interests

To fulfil our public task as a university

In pursuance of our legitimate interests

To deliver and administer your education, record the details of your studies (including any placements with external organisations), and determine/ confirm your academic achievements

X

X

Providers of any external/ collaborative learning and training placements or fieldwork opportunities

External examiners and assessors, and external individuals involved in relevant university committees or procedures

To administer the financial aspects of your relationship with us and any funders

X

Your funders/ sponsors (e.g. Student Loans Company, Trusts, Research Councils, funders of awards/ prizes).

Debt collection agencies, solicitors, court of students local jurisdiction and enforcement agents, acting to recover a debt on behalf of the university.

DTP Group to transmit college fee invoices to 3^rd party sponsors, excluding Student Loans Company.

3^rd Party Financial Institutions providing payment solutions and responsible for administering your payment or a payment on your behalf and / or refund (Payment Service Provider – Global Payments & WPM, Card Aquirer – Elavon, Western Union Business Solutions - International Bank Transfers / GPfS, US Private and Federal Loans, international refunds, foreign currency cheques)

3^rd party jurisdictions where Goods and Services Tax may be due on the supply of online digital teaching

To deliver facilities and services to you (e.g. IT, sport, libraries, accommodation, careers, and student support and wellbeing services)

X

X

X

Third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf

To enable your participation at events (e.g. graduation, functions)

X

Third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf

To communicate effectively with you by post, email and phone, including the distribution of relevant newsletters and circulars

X

Third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf

To manage governance, disciplinary (including plagiarism and academic misconduct), complaint, audit and quality assurance processes

X

X

Not applicable

To support your training, medical, safety, welfare and religious requirements

X

X

Relevant professional or statutory regulatory bodies (e.g. General Medical Council) – see Schedule 1

To compile statistics and conduct research for internal and statutory reporting purposes

X

X

Higher Education Statistics Agency (HESA) – see Schedule 1 for further details

To obtain feedback on students’ learning experience

X

Third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf

To fulfil and monitor our responsibilities under equalities (Equality Act 2010), immigration, health and safety (Health and Safety at Work etc. Act 1974) and safeguarding legislation (Safeguarding Vulnerable Groups Act 2006)

X

Relevant government departments/ agencies (e.g. Department for Education, Home Office, Department of Health, UK Visas and Immigration, Health and Safety Executive, Independent Safeguarding Authority)

To enable us to contact others in the event of an emergency

X

Emergency services, your emergency contact, friends and family

To facilitate your membership of the Students’ Union and student clubs and societies

X

KCLSU (you may opt-out of your membership of KCLSU by contacting them)

Information about the services a student who opts-out will be entitled to receive can be found in the Education Act Code of Practice

To maintain a secure environment across university property (including operating CCTV)

X

Law enforcement agencies where necessary for the prevention, detection or investigation of crime

CCTV is shared with KCLSU for areas where they have operational responsibility

To assist with the administration of students’ exemption from council tax and electoral registration, or the investigation of benefit fraud

X

Your local authority

To stay in touch with you as an alumnus/alumna and keep you up to date with news, events and fundraising campaigns

X

Third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (see Alumni and Supporters Privacy Statement)

To provide references about you where you have given the university (or an individual at the university) as a referee

X

Prospective employers/ educational institutions

Purposes

Type of students this affects

Legal basis

External recipients

Higher Education Achievement Report (HEAR) and Record of Agreed Results (ROAR)

The university will provide data about taught students to Gradintel (part of the Tribal Group) for the purposes of setting up a Higher Education Achievement Report (HEAR) and an online Record of Agreed Results (ROAR). The HEAR provides detailed information about a student’s learning and achievement to supplement the traditional degree classification and standard transcript. The ROAR serves as an interim transcript and proof of results earned prior to a student’s final award or transcript.

Eligible students can register with Gradintel to access their HEAR and ROAR and to share these with third parties such as potential employers and universities.

Undergraduate and postgraduate taught students

To perform our contract with you

Gradintel

HESA student record and Graduate Outcomes survey

The university is required by law to send information about students to the Higher Education Statistics Agency (HESA), where it forms part of the student’s HESA record and is used for statistical analysis.

Data may also be passed by HESA to various government departments and agencies to enable them to carry out their statutory functions.

After you graduate you will receive e-mails from the university notifying you about the Graduate Outcomes Survey, you can opt out of receiving these e-mails (this is not opting out of the survey itself).  The university is required to pass on your contact details (e-mail addresses, phone numbers, and postal address if UK resident and uncontactable by e-mail or phone) to HESA about fifteen months after you completed your programme. HESA or its contractors will then contact you to complete the Graduate Outcomes Survey, which is designed to gather data about your career and other activities at the time, and the relevance of the course which you took.  You can opt-out of the Graduate Outcomes Survey by contacting HESA on info@graduateoutcomes.ac.uk.  See HESA’s student collection notice for further details.

All students (HESA record)

Graduates (Graduate Outcomes survey)

To comply with legal obligations

Higher Education Statistics Agency (HESA)

The Careers Group, University of London may act under the direction of King's College London as a processor to help compile the Graduate Outcomes Survey data.

National Student Survey (NSS)

This is an annual survey of final year undergraduate students, carried out to gather students’ views on the quality of the teaching, assessment and support which they have experienced. The survey is commissioned by the Office for Students (OfS) on behalf of other government agencies. The university will pass contact details of eligible students to the organisation contracted by OfS to carry out the NSS. Further information is available on the NSS website.

Final year undergraduates

To comply with legal obligations

Office for Students (OfS)

Safeguarding vulnerable groups

For individuals engaged in 'regulated activity' with children or vulnerable adults, the university is required by the Safeguarding Vulnerable Groups Act 2006 to notify the Independent Safeguarding Authority (ISA) where permission to engage in the regulated activity has been withdrawn, and the university has reason to believe that the individual has engaged in 'relevant conduct' (e.g. conduct with endangers or would be likely to endanger a child or vulnerable adult), satisfies the 'harm test' (e.g. the College has reason to believe that the individual may harm a child/vulnerable adult or put them at risk of harm), or has received a caution or conviction for a relevant offence.

Students on some work placements; students who interact with children in work with schools; or vulnerable groups through academic research

To comply with legal obligations

Independent Safeguarding Authority (ISA)

Immigration compliance

As a licensed sponsor under the points-based immigration system, the university must share certain information about international students with UK Visas and Immigration (UKVI) to comply with immigration requirements.

International students from outside the EEA or Switzerland

To comply with legal obligations

UK Visas and Immigration (UKVI)

GMC registration

We will share your information with the General Medical Council (GMC) to register you after graduation to practise medicine. We will also share your information with the GMC in order to assist in its statutory functions. This will include:

• Registration:  In your final year we will share information with the GMC to grant you provisional registration. This may include information about Fitness to Practise incidents which the university investigated while you were a student.

Research: We will share information about applicants and students which will help the GMC to conduct research into medical education, through the UK Medical Education Database (UKMED). This may include demographic data, attainment and exam data, and fitness to practise information. This information will not be used for other purposes by the GMC, will not be used to make decisions about you, and will not be published in a way which could identify you.

Students on medical courses

To perform our contract with you

General Medical Council (GMC)

Lecture capture

To support the educational objectives of the university, the university has an opt-out Lecture Capture and recording of other educational activities policy. In practice, this means all timetabled lectures will be automatically recorded and shared on the Virtual Learning Environment KEATS unless an opt-out request has been received from the individual leading the lecture.

Students wishing to opt-out of recordings should speak first to the person(s) responsible for recording the educational activity, e.g. the module or programme leader, who will attempt to find a suitable solution. 

All students

In pursuance of our legitimate interests

Data is hosted by Echo 360

Learning analytics

To support the new Education Strategy 2017-2022, there is an identified need to make better use of the data we gather on students to support their learning aims. This is twofold; data will be analysed in order to help academic staff improve the education experience of their students and also allow students to take ownership of their own learning journey by giving them manageable access to their own data.

All students

In pursuance of our legitimate interests

Data is transferred to JISC, who host the learning analytics platform.

Disability support

The university’s Disability Support team will contact students who have disclosed a disability to inform them of the disability support service and how they can access support. Any personal data collected by the Disability Support team will be stored electronically within a confidential records system accessible to the Disability Support staff and the team’s administrative support staff only. Records are destroyed at completion of study +7 years.

Students who have disclosed a disability

To comply with legal obligations

N/A

Postgraduate Taught Enhancement Survey (PTES)

King's takes part in this survey on an annual basis, asking final year postgraduate students on Taught courses to gather their views on the quality of the teaching, assessment and support which they have experienced. The survey is organised by the charity organisation AdvanceHE, who benchmark King's results alongside other institutions. The university will contact eligible students directly and use the Online Surveys system to carry out the PTES. Data is shared with AdvanceHE for the purposes of benchmarking on a wider scale, but otherwise kept within the institution. It is presented to academics and staff in a way that prevents individual respondents from being identified, and comments are checked to preserve anonymity.

Final year taught postgraduates

In pursuance of our legitimate interests

Data is hosted by Jisc and analysed by Advance HE

Postgraduate Research Enhancement Survey (PRES)

King's takes part in this survey every two years, asking all postgraduate students on research courses to gather their views on the quality of the learning, supervision and support which they have experienced. The survey is organised by the charity organisation AdvanceHE, who benchmark King's results alongside other institutions. The university will contact eligible students directly and use the Online Surveys system to carry out the PRES. Data is shared with AdvanceHE for the purposes of benchmarking on a wider scale, but otherwise kept within the institution. It is presented to academics and staff in a way that prevents individual respondents from being identified, and comments are checked to preserve anonymity. 

Study abroad and exchange schemes, and Summer programmes 

If you have come to King’s as a visiting, exchange or fee-paying semester, full-year or summer student, we may need to share information about you with your home institution or third party provider to enable it to carry out its administrative functions and responsibilities towards students. This information may include but is not limited to sharing your module results and transcript.