Collection Notices

 

Collection Notices

These collection notices are designed to be supplied by all UK higher education institutions to all their students and staff. The words 'we' and 'us' in the collection notices refer to the institution at which you are studying or working.

See this page in Welsh: Hysbysiadau Casglu

Student Collection Notice published 02 May 2013 - applicable to academic year 2013/14 - collection C13051
   Student and Leaver Surveys
   The HESA Student Record
      Sensitive personal data
      Purpose 1 - Public functions
      Purpose 2 - Administrative uses
      Purpose 3 - HESA publications
      Purpose 4 - Research etc.
   The HESA Initial Teacher Training Record
   About the HESA Student Collection Notice
   Your Rights

Staff Collection Notice published 02 May 2013 - applicable to academic year 2013/14 - collection C13025
   The HESA Staff Record
      Sensitive personal data
      Purpose 1 - Public functions
      Purpose 2 - HESA publications
      Purpose 3 - Research etc.
      Purpose 4 - Clinical academic staff and health professionals only
   About the HESA Staff Collection Notice
   Your Rights

Destinations of Leavers from HE (DLHE) Collection Notice for leavers who graduated between 1 Aug 2013 and 31 July 2014 - collection C13018
   Purpose 1 - Public functions
   Purpose 2 - HESA publications
   Purpose 3 - Research etc.
   More information

Previous versions of Student and Staff collection notices

 


Student Collection Notice

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 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.

About six months after you graduate, we will contact you to ask you to fill in the Higher Education Statistics Agency (HESA) ‘Destinations of Leavers from HE’ questionnaire. We will not give your contact details to HESA.

You may also be included in longitudinal surveys of leavers in the years after you graduate. If so, we will pass your contact details to the organisation that has been contracted to carry out that survey. That organisation will use your details only for that purpose, and will then delete them.

If you do not want to take part in any of these surveys, please let us know.

THE HESA STUDENT RECORD

We will send some of the information we hold about you to HESA. HESA collects, and is responsible for, the database in which your HESA student record is stored. HESA uses this information in its own right, for example to publish statistics about students in higher education. HESA may link information from the HESA student record to other related datasets such as UCAS, NSS and Student Loan Company data. All uses of the HESA Student Record must comply with the Data Protection Act 1998.

HESA is a registered charity and operates on a not-for-profit basis. It may charge other organisations to whom it provides services and data.

Sensitive information

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment or religion these may be included in the HESA Student Record to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act.

If you are enrolled at a higher education institution in England regulated by the Higher Education Funding Council for England the HESA student record will include details of any financial support you may receive from us to enable research into the provision of fair access to higher education.

Your sensitive information will not be used to make decisions about you.

The HESA Student Record is used for four broad purposes:

Purpose 1 - Public functions

Education statistics and data

The HESA Student Record 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 the HESA Student Record under the terms of the Data Protection Act. Such organisations include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Department for Education
  • Research Councils
  • The Data Service (on behalf of the Skills Funding Agency)
  • The National College for Teaching and Leadership
  • The National Health Service
  • Office For Fair Access

and any successor bodies. These organisations may link information from the HESA Student Record with other information they hold. For example the Department for Education and the Department for Business Innovation and Skills link the HESA Student Record to the National Pupil Database and the Individual Learner Record. The Funding Councils link the HESA Student Record to data from the Student Loan Company. Linked data is used for research into education.

Other uses

The HESA Student Record may also be used by some organisations to help carry out public functions that are not connected with education. Such uses may include the following:

  • Measurement of population levels and migration by the Office for National Statistics, National Records of Scotland and the Northern Ireland Statistics and Research Agency
  • Monitoring of public expenditure by the National Audit Office
  • Monitoring of the accuracy of electoral registers by Electoral Registration Officials.

Purpose 2 - Administrative uses

Previous Qualifications -If you are enrolled at an institution in England: We and the Higher Education Funding Council for England (HEFCE) may compare your data to educational records from previous years to help determine the levels of your current qualifications. This may in turn affect the fees you are required to pay or the availability of a place for you to study with us.

Non-EU domiciled students - If you are a non-EU domiciled student HESA may be requested to provide data about you to the United Kingdom's immigration authorities. These authorities may process your personal data in order to carry out their public functions connected with immigration.

Your HESA record will not be used to make decisions about you other than for those uses outlined under Purpose 2.

Purpose 3 - HESA publications

HESA uses the HESA Student Record to produce statistical publications. These include some National Statistics publications and online management information services.  HESA will take precautions to ensure that individuals are not identified from the data which are 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 listed under Purpose 1 may also supply data to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism - Where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom data may be supplied for Purpose 4 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations (e.g. recruitment firms, housing providers, graduate employers)
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists

Data supplied by HESA to third parties is supplied under contracts which require that individuals shall not be identified from the supplied data. A copy of HESA’s current agreement for the supply of data is available at www.hesa.ac.uk/bds-details#e.

THE HESA INITIAL TEACHER TRAINING RECORD ("ITT")

If you are on an ITT course at a higher education provider in England, HESA will collect data about you and provide this to The National College for Teaching and Leadership.

The National College for Teaching and Leadership is a data controller under the terms of the Data Protection Act 1998 and will process your personal data in order to carry out their public functions connected with teacher training in the UK.

ABOUT THE HESA STUDENT COLLECTION NOTICE

The HESA Student Collection Notice is regularly reviewed.  The most up to date version can be found at www.hesa.ac.uk/fpn. 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.

YOUR RIGHTS

Under the Data Protection Act 1998 you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about the HESA Student Record please see www.hesa.ac.uk/dataprot or email data.protection@hesa.ac.uk

 


Staff Collection Notice

The HESA Staff Record

Every year, we send some of the information we hold about you to the Higher Education Statistics Agency (HESA). This forms your HESA Staff Record which does not contain your name or contact details. If you leave your current employment and move to another higher education institution we may pass your HESA staff ID number to your new employer to enable research into employment in the higher education sector.

It is not intended to use your HESA staff record to make decisions about you.

HESA collects, and is responsible for, the database in which your HESA Staff Record is stored. HESA uses this information in its own right, for example to publish statistics about staff in higher education. All uses of the HESA Staff Record must comply with the Data Protection Act 1998.

HESA is a registered charity and operates on a not-for-profit basis. It may charge other organisations to whom it provides services and data.

Sensitive information

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment, parental leave or religion these may be included in the HESA Staff Record to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act. Your sensitive information will not be used to make decisions about you.

Purposes for collecting the HESA Staff Record

The HESA Staff Record is used for four broad purposes:

Purpose 1 - Public functions

The HESA Staff Record 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 the HESA Staff Record under the terms of the Data Protection Act. Such organisations include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Research Councils
  • Department for Education

and any successor bodies. The HESA Staff Record may also be used by some organisations to help carry out public functions that are not connected with education such as monitoring of public expenditure by the National Audit Office.

HEFCE will link data about academic staff to Research Excellence Framework submissions in order to monitor equal opportunities in relation to that exercise.

Purpose 2 - HESA publications

HESA uses the HESA Staff Record to produce statistical publications. These include some National Statistics publications and online management information services.  HESA will take precautions to ensure that individuals are not identified from the data which they process for Purpose 2.

Purpose 3 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers listed under Purpose 1 may also supply data to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom data may be supplied for Purpose 3 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists

Data supplied by HESA to third parties is supplied under contracts which require that individuals shall not be identified from the supplied data. A copy of HESA’s current agreement for the supply of data is available at www.hesa.ac.uk/bds-details#e.

Purpose 4 - Clinical academic staff and health professionals only

If you work in a clinical or health-related role or department the following organisations may use your HESA staff record for additional purposes:

Universities UK through the activities of its Medical Schools Council and Dental Schools Council - Monitoring trends in clinical academic staffing as a basis for partnership between the NHS and universities. Promoting, maintaining and improving high quality education, research and clinical practice in the UK.  Publishing results of research into clinical academic staffing at a detailed statistical level from which there may be a risk of identification of individuals through combinations of characteristics.

About the HESA Staff Collection Notice

The HESA Staff Collection Notice is regularly reviewed. The most up to date version can be found at www.hesa.ac.uk/fpn. Minor updates to the Staff 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) will be made no more than once per year.

Your Rights

Under the Data Protection Act 1998, you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about the HESA Staff Record please see www.hesa.ac.uk/dataprot or email data.protection@hesa.ac.uk

 


Destinations of Leavers from HE (DLHE) Collection Notice

For leavers who graduated between 1 Aug 2013 and 31 July 2014

Note: Reference in this notice to "we" and "us" refers to the higher education provider which you attended.

We will send information from this form to the Higher Education Statistics Agency (HESA)[1]. This data will be linked to other information held about you as a student, including information you gave when you enrolled, and details of the qualification you gained. HESA may link information we have provided to other related datasets such as UCAS, NSS, Individual Learner Record and Student Loan Company data and some linked data may be used to supplement the HESA Student Record. Information about the uses of this data is available in the Student Collection Notice here: www.hesa.ac.uk/fpn#Student.

Your HESA record and survey responses will not be used in any way that could be used to make decisions about you.

HESA collects, and is responsible for, the database in which your HESA record is stored.  HESA uses this information in its own right, for example to publish statistics about leavers from higher education. All uses of the HESA record must comply with the Data Protection Act 1998. HESA is a registered charity and operates on a not-for-profit basis.  It may charge other organisations to whom it provides services and data.

The HESA record, including DLHE survey responses, is used for three broad purposes:

Purpose 1 - Public functions

The HESA record 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 the HESA record under the terms of the Data Protection Act.  Such organisations may include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Department for Education
  • Research Councils
  • The Data Service (on behalf of the Skills Funding Agency)
  • The National College for Teaching and Leadership
  • The National Health Service (including Health Education England)
  • The General Medical Council
  • Office For Fair Access

and any successor bodies. These organisations may link information from the HESA record with other information they hold. The HESA record may also be used by other organisations to help carry out public functions that are not connected with education. Such users include the Office for National Statistics and the National Audit Office who may use the data to fulfil their statutory functions of measuring population levels and monitoring public expenditure.

Purpose 2 - HESA publications

The HESA record is used to produce statistical publications. These include some National Statistics publications (http://www.statistics.gov.uk/hub/what-are-national-statistics-) and online management information services. HESA will take precautions to ensure that individuals are not identified from the data which are processed for Purpose 2.

Purpose 3 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers listed under Purpose 1 may also supply data to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism - Where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom data may be supplied for Purpose 3 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations (e.g. recruitment firms, housing providers, graduate employers)
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists

Data supplied by HESA to third parties is supplied under contracts which require that individuals shall not be identified from the supplied data. A copy of HESA's current agreement for the supply of data is available at http://www.hesa.ac.uk/bds-details#e  HESA data linked to the National Pupil Database and/or Individual Learner Record data held by DfE may be supplied by HESA through DfE to researchers.  A copy of the Agreement for the supply of linked data is available at https://www.gov.uk/government/collections/national-pupil-database

About the HESA DLHE Collection Notice

The HESA DLHE Collection Notice is regularly reviewed.  The most up to date version can be found via www.hesa.ac.uk/fpn.  Minor updates to the DLHE 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) will be made no more than once per year.

Further contact

You may be contacted as part of an audit to check that we have undertaken this survey properly.

You may be included in further longitudinal surveys of leavers from higher education. If so, we will pass your contact details to the organisation that has been contracted to carry out that survey. That organisation will use your details only for that purpose, and will then delete them. If you do not want to take part in any of these surveys, please let us know. 

Your rights

Under the Data Protection Act 1998 you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about data protection and the HESA record please see www.hesa.ac.uk/dataprot or email data.protection@hesa.ac.uk

 


[1] Higher Education Statistics Agency Ltd is a company limited by guarantee, registered in England at the above address. Registered No. 2766993.

Registered Charity No. 1039709. Certified to ISO 9001 and ISO 27001. The members are Universities UK and GuildHE.