Note: Reference in this notice to “we” and “us” refers to the higher education provider which you attended.
Student and Leaver Surveys
Your contact details may be passed to survey contractors to carry out the National Student Survey (NSS) and surveys of student finances, on behalf of some of the organisations listed below under Purpose 1. These organisations and their contractors will use your details only for that purpose, and will then delete them.
After you graduate we may contact you to ask you to complete one or more surveys into the outcomes of higher education and your activities after graduation. These surveys may be undertaken by us or by another specialist organisation contracted for that purpose. If a specialist organisation is used that organisation will receive your contact details, but will only use your details for the purpose of asking you to complete the survey, and will then delete them. You may also be contacted as part of an audit to check that we or any contracted organisation have undertaken these surveys properly.
If you do not want to take part in any of these surveys, please let us know
Submission of your information to the Higher Education Statistics Agency (HESA)
Every year we will send some of the information we hold about you to HESA (“your HESA information”). HESA is the official source of data about UK universities, higher education colleges, alternative HE providers, and recognised higher education courses taught at further education institutions in Wales. HESA collects, and is responsible for, the database in which your HESA information is stored. HESA is a registered charity and operates on a not-for-profit basis. HESA uses your HESA information itself for its own purposes. HESA also shares information from your HESA information with third parties. It may charge other organisations to whom it provides services and data. HESA’s use of your HESA information may include linking information from it to other information, as described further below. HESA information is retained indefinitely by HESA for statistical research purposes. All uses of HESA information must comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment or religion is classed as “Special categories Data” under the GDP. These may be included in your HESA information and used to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act 2010. Some other sensitive information is used to enable research into the provision of fair access to higher education, for example information as to whether you are a care leaver.
If you are enrolled at a higher education provider in England regulated by the Higher Education Funding Council for England your HESA information will include details of any financial support you may receive from us.
Your sensitive information will not be used to make decisions about you.
Purposes for collecting your HESA information
Your HESA information including linked data is used for four broad purposes:
Purpose 1 – Public functions
Education statistics and data
Your HESA information is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of your HESA information under the terms of the Data Protection Act (this link explains what this means). Such organisations may include:
and any successor bodies. These bodies may retain HESA information indefinitely for statistical research purposes, or for fixed terms depending on the terms of their data sharing agreements with HESA.
Your HESA information may also be used by some organisations who are also data controllers in common to help carry out public functions that are not connected with education. Such uses may include the following:
Purpose 2 – Administrative uses
Fraud detection and prevention – Your HESA information may be used to audit claims to public funding and student finance, and to detect and prevent fraud.
Previous study – If you are enrolled at a higher education provider in England: The Higher Education Funding Council for England (HEFCE) may share your previous education records with us, including HESA information submitted by other institutions, to determine the nature of any prior higher education study, including your current qualifications. This may be used to make decisions about the fees you are required to pay, the support available to you or the availability of a place for you to study with us.
Your HESA information will not be used to make decisions about you other than for those uses outlined under Purpose 2.
Purpose 3 – HESA publications
HESA uses your HESA information to produce and publish information and statistics. This includes some National Statistics publications and online business intelligence and research services. HESA will take precautions to ensure that individuals are not identified from any information which is processed for Purpose 3.
Purpose 4 – Equal opportunity, research, journalism and other processing in which there is a legitimate interest
HESA and the other data controllers in common (see Purpose 1) may also supply information to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:
Users to whom information may be supplied for Purpose 4 include:
Information supplied by HESA to third parties within Purpose 4 is supplied under contracts which require that individuals shall not be identified from the supplied information. HESA student information may be linked to school and/or further education college information and supplied to researchers.
Linking of your HESA information to other information
As indicated above, where HESA and organisations covered by Purpose 1 use HESA information this may include linking HESA information to other information for example:
Where HESA provides information from your HESA information to third parties under Purpose 4, the permitted uses of the information by a third party may include linking HESA information to other information held by the third party. Permission for such use is considered on a case by case basis. It is only given where the linking is for the purposes outlined in Purpose 4 and subject to the requirement not to carry out linking to identify individuals.
Destinations information for schools and colleges – If you attended a school or college in England linked data may be disclosed to the last school or college you attended (or its successor body) and to Ofsted to enable them to assess the outcomes of secondary education.
The HESA Initial Teacher Training record (ITT)
If you are on an ITT course at a higher education provider in England, HESA will collect additional information about you and provide this to the Department for Education (DfE) and the Teaching Regulation Agency (TRA). ITT courses are those that lead to Qualified Teacher Status (QTS) or Early Years Teacher Status (EYTS).
DfE will process and use your personal data to establish a record on the Initial Teacher Training Data Management System and register your course details and subsequent completion. TRA will process and use your personal data to establish a record on the database of teachers and allocate to you a teacher reference number (TRN). TRA will contact you to provide confirmation of your TRN and subsequent award of QST.
DfE and TRA may share your personal data with your provider, and where the law allows it or there is a legal requirement for sharing to take place, its partners and contractors for this purpose and may link it to other sources of information about you. Partners include employer of teachers, teacher employment agencies, Ofsted, Capita Teachers’ Pension and other executive agencies of the DfE.
About the HESA student collection notice
The HESA Student Collection Notice is regularly reviewed. The most up to date version can be found here https://www.hesa.ac.uk/about/regulation/data-protection/notices. Minor updates to the Student Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose or administrative use) will be made no more than once per year.
You have the right to be informed about how your personal data id used. If you have questions about how your HESA information is used please contact firstname.lastname@example.org. Under the Data Protection Act 2018 you have rights of access to the information HESA holds about you. You will have to pay a small fee for this. If you think there is a problem with the way HESA are handling your data you have the right to complain to the Information Commissioner’s Office.