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Collection notices

Student collection notice

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)1

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 Data Protection Act 1998.

Sensitive information

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment or religion 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. 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:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for the Economy, 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
  • Education Funding Agency
  • Skills Funding Agency
  • National College for Teaching and Leadership
  • National Health Service bodies and organisations working with them e.g. Health Education England
  • General Medical Council
  • Office For Fair Access
  • Quality Assurance Agency for Higher Education

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.

Other uses

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:

  • 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

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:

  • 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 information 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.

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. A copy of HESA’s current agreement for the supply of information is available here.

HESA student information may be linked to school and/or further education college information and supplied to researchers. A copy of the Agreement for the supply of linked data about pupils from schools in England is available here.

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:

  • UCAS data
  • National Student Survey data
  • School and Further Education data
  • Student Loans Company data
  • Qualification Awarding Bodies data
  • Tax, Benefits, and Employment data. (Guidance on the use of HESA records matched to Tax, Benefits and Employment data is available here).

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 or EYITT course at a higher education provider in England, HESA will collect additional information about you and provide this to The National College for Teaching and Leadership (NCTL).

ITT or EYITT courses are those that lead to Qualified Teacher Status (QTS) or Early Years Teacher Status (EYTS)

NCTL is an executive agency of the Department for Education (DfE) and for the purposes of the Data Protection Act 1998 DfE and HESA are data controllers in common of the ITT record. NCTL will process your personal data for the administration and monitoring of initial teacher training schemes, including the allocation of teacher reference numbers (TRNs). NCTL will contact you to provide confirmation of your TRN and any subsequent award of qualified teacher status. NCTL may share personal data with us, its partners and contractors, including employers, employment agencies, Ofsted, Capita Teachers’ Pensions and the Department for Business, Innovation and Skills (BIS), for this purpose and may link it to other sources of information about you.

About the HESA student collection notice

The HESA Student Collection Notice is regularly reviewed. The most up to date version can be found here. 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

For further information about data protection and your HESA information please see here. If you have questions about how your HESA information is used please contact [email protected]. Under the Data Protection Act 1998 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.


Staff collection notice

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

Submission of your information to the Higher Education Statistics Agency (HESA)1

Every year, we send some of the information we hold about you to HESA (“your HESA information”). HESA is the official source of data about UK universities and higher education colleges. Your HESA information does not contain your name or contact details, but may contain your Open Researcher and Contributor ID (ORCID.org) number if you have one. If you leave your current employment and move to another higher education provider 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 information to make decisions about you.

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 information is retained indefinitely by HESA for statistical research purposes. All uses of your HESA information must comply with the Data Protection Act 1998.

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 your HESA information and used 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 your HESA information

Your HESA information is used for four broad purposes:

Purpose 1 - Public functions

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:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for the Economy, 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
  • Quality Assurance Agency for Higher Education
  • National Health Service bodies and organisations working with them e.g. Health Education England

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 as monitoring of public expenditure by the National Audit Office.

HEFCE will link information 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 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 2.

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

HESA and the other data controllers in common listed under 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:

  • 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 information 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.

Information supplied by HESA to third parties within Purpose 3 is supplied under contracts which require that individuals shall not be identified from the supplied information. A copy of HESA’s current agreement for the supply of information is available here.

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 information for the additional purposes described below:

The Medical Schools Council and Universities UK through the activities of its Dental Schools Council – for the purposes of:

  • 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 here. 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

For further information about data protection and your HESA information please see here. If you have questions about how your HESA information is used please contact [email protected]. Under the Data Protection Act 1998 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.


Destinations of Leavers from Higher Education Longitudinal survey (LDLHE) collection notice

For leavers who graduated between 1 Aug 2010 and 31 July 2011

Note: Reference in this notice to "we" and "us" refers to IFF Research who conduct the Destinations of Leavers from Higher Education Longitudinal survey (LDLHE).

Higher Education Statistics Agency (HESA)

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(s) 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.

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 Destinations of Leavers from Higher Education (DLHE) and LDLHE 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.

Purpose 2 - HESA publications

The HESA record is used 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 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 here. 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 here.

About the HESA LDLHE Collection Notice

The HESA LDLHE Collection Notice is regularly reviewed.  The most up to date version can be found here. Minor updates to the LDLHE 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 you do not want to take part in any of these surveys, please let your HE Provider 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 here or email [email protected] 

Your HE Provider

If you authorise us to do so we will share your survey responses and/or contact details with the HE Provider you attended.


1 Higher Education Statistics Agency Ltd is a company limited by guarantee, registered in England at 95 Promenade, Cheltenham, GL50 1HZ. Registered No. 2766993.

 

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