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Data Protection

Student Data Collection Notice

This page explains the main ways we use your personal information whilst you are a student at King’s College London, and after you leave. It should be read alongside the university’s core privacy notice (https://www.kcl.ac.uk/terms/privacy.aspx).

What information do we hold about you?

The university will keep a record of the information provided by you on application and enrolment. We will also maintain records about your studies at King’s, and about your use of academic and non-academic facilities and services that we offer. This personal information will include (but is not limited to):

  • Name
  • Contact details
  • Details of emergency contacts
  • Date of birth
  • Nationality
  • Ethnic origin
  • Academic background and qualifications
  • Academic record at King’s, including details of degrees awarded
  • Disabilities that you have disclosed to us
  • Medical information, such as information held by the Counselling Service
  • Fee Invoice and payment records
  • Sponsorship Details
  • Use of university facilities, such as the Library
  • Disciplinary action taken against you
  • Digital photograph of you used to produce your student ID
  • Use of online services, such as KEATS, Library catalogues, e-journals, wi-fi and other electronic resources supplied by the university (including IP addresses of users of university systems)
  • Use of your ID card to swipe in and out of buildings
  • Beneficiary Bank Details for payments of Scholarship/ Stipends / Expenses /Tuition or Residence Fee overpayments

 

How do we use your information, what is the legal basis, and who do we share it with?

This table shows in a general way how your personal information will be used, what the lawful justifications are and the types of external parties we may share your information with. It is not possible to provide an exhaustive list of all the specific activities where we use your personal information, but we have provided a separate schedule (Schedule 1) describing some of the main ones.  

 

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

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

 

3rd Party Financial Institutions offering payment solution and responsible for administering your payment and / or refund (Payment Service Provider – Realex, GPfS, US Federal Loans, International refunds, foreign currency cheques - Western Union Business Solutions)

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

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)

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

 

How long do we keep your information for?

Unless stated otherwise, we will keep your information based on the retention periods or criteria specified in the university’s Records and Data Retention Schedule.

What are your rights and who can you contact if you have a concern?

To find out more about how the university deals with your personal information, including your rights and who to contact if you have a concern, please see the university’s core privacy notice at https://www.kcl.ac.uk/terms/privacy.aspx.


 

Schedule 1: Further details about specific processing activities  

 

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.

 

About six months after you graduate, the university will contact you as part of HESA’s Graduate Outcomes survey, designed to gather data about your career and other activities at the time, and the relevance of the course which you took. Data gathered in the Graduate Outcomes survey is passed to HESA, and those surveyed may be contacted by HESA or its contractors in subsequent years for follow-up surveys. 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)

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

 

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