Data protection information

 

Personal Data held by HESA

HESA hold information on students and staff in universities and higher education colleges in the UK, known as Higher Education Institutions (HEIs).

The Collection Notices describe the purposes for which this data is collected.

We also hold information on customers and other people who have contact with HESA where it is necessary to allow HESA to carry out its functions.

Do you hold any information about me?
What sort of data might HESA hold on me?
What happens to the information HESA holds?
Why is HESA allowed to collect this information?
DLHE Longitudinal survey
Website privacy policy and Cookies
Retention
Security
Data Protection Register
Contact details for more information
 

Do you hold any information about me?

Students

All publicly funded HEIs in the UK, plus the University of Buckingham (a private university) send data about all of their students to HESA at the end of each academic year. If you have been registered as a student at a UK HEI at any time since 1994/95, it is likely that HESA will have a record about you.

HESA and the HEIs also conduct a survey every year asking recent leavers what they are doing after leaving higher education. The Destinations of Leavers from HE (DLHE) survey has its own Collection Notice. A further survey, the DLHE Longitudinal survey, asks a sample leavers what they are doing after another three years. Results of the surveys are linked to the student record. Participation in these surveys is optional.

Staff

All publicly funded HEIs in the UK, plus the University of Buckingham (a private university) send data about all of their staff to HESA at the end of each academic year. If you have been a member of staff working for a UK Higher Education Institution (HEI) at any time since August 2004, it is likely that HESA will have a record about you. For the period August 1994 to August 2004 HESA only hold information on academic staff working more than 25% full-time equivalence.

What sort of data might HESA hold on me?

Full lists of all the data fields collected each year can be found via this page: Data fields collected by HESA each year. The HESA records have changed over the years, and not all fields are returned for every individual. HESA does not hold the contact details of students or staff. The HESA Staff record does not include names.

What happens to the information HESA holds?

The Student Collection Notice and the Staff Collection Notice describe the various uses of the HESA records. Two 'Administrative purposes' are described where the HESA Student record might be used to look up individuals. In all other cases the HESA records are only used to create statistics and are not used to look up, or make decisions about, individuals.

Why is HESA allowed to collect this information?

Please see the document 'Data Protection Guidance for the HESA Records', which aims to provide supporting information for those in HEIs dealing with data protection issues. Please also see the HESA Collection Notices which HEIs must provide to their students and staff. These documents are updated as necessary when there are any changes to the legal background.

DLHE Longitudinal survey

If you have been invited to take part in the 2008/09 DLHE Longitudinal Survey (being undertaken in winter 2012/13) please see this FAQ:
Frequently asked questions for HE leavers 2008/09 survey

If you are employed at an HEI working on the DLHE Longitudinal Survey please see the Frequently asked questions for HE institutions 2008/09 survey

Website privacy policy and Cookies

Please see the following pages:
Website privacy policy
Cookies on www.hesa.ac.uk

Retention

The HESA Student record and the HESA Staff record are held indefinitely since they are used to monitor participation and employment in higher education over time.

Security

HESA has achieved the ISO 27001 International Standards accreditation for Information Security. This means that the security of HESA's systems and processes are regularly and independently reviewed and certified.

Data Protection Register

HESA and its subsidiary HESA Services Ltd are registered as Data Controllers under the Data Protection Act 1998. The Register of Data Controllers is maintained by the Information Commissioner's Office. To find HESA's registration details use the Data Protection Public Register search facility.

Higher Education Statistics Agency Limited (Registration Number Z7475057)
HESA Services Limited (Registration Number Z7899462)

Contact details for more information

If you have any other questions about HESA and data protection please contact the Data Protection Officer:

Email: data.protection@hesa.ac.uk
Tel: 01242 211135
Address: HESA, 95 Promenade, Cheltenham, GL50 1HZ

Under the Data Protection Act 1998 you are entitled to know what information we hold about you. To make a Subject Access Request you will need to complete a Subject Access Request Form, pay a £10 fee, and provide proof of your identity. To receive a Subject Access Request Form please send your name and postal address to the email address above with 'Subject Access Request' in the subject line. You can also use any of the other contact details.