Privacy Notice - Durham University Assessment Centre clients

Part 1: Generic Privacy Notice Information

Durham University has a responsibility under data protection legislation to provide individuals with information about how we process their personal data. We do this in a number of ways, one of which is the publication of privacy notices. Organisations variously call them a privacy statement, a fair processing notice or a privacy policy.

To ensure that we process your personal data fairly and lawfully we are required to inform you:

• Why we collect your data
• How it will be used
• Who it will be shared with

We will also explain what rights you have to control how we use your information and how to inform us about your wishes. Durham University will make the Privacy Notice available via the website and at the point we request personal data.

Our privacy notices comprise two parts – a generic part (ie common to all of our privacy notices) and a part tailored to the specific processing activity being undertaken.

Data Controller

The Data Controller is Durham University. If you would like more information about how the University uses your personal data, please see the University’s Information Governance webpages or contact Information Governance Unit:

Email: [email protected]

Information Governance Unit also coordinate response to individuals asserting their rights under the legislation. Please contact the Unit in the first instance.

Data Protection Officer

The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it. If you have any concerns regarding the way in which the University is processing your personal data, please contact the Data Protection Officer:

Andrew Ladd, email: [email protected] 

Part 2: Tailored Privacy Notice for clients of Durham University Assessment Centre

DUAC clients: Type(s) of personal data collected and held by the University and method of collection

DUAC will collect and store data required to deliver the assessment service. This will include personal data such as your Contact Details (name, address, telephone number, email address); information about your chosen course of study and institution, and information about any existing mechanisms of support (financial or practical) you are in receipt of at time of your assessment, e.g. other disability related funding or any equipment you may currently use.

It will also include special category data such as information about your disability; its impact upon you and, we will request copies of medical evidence to support this.

This information will be collected by telephone, email, letter, paper form, online form or face to face discussion.

DUAC clients: Lawful basis

When processing your personal data, DUAC relies on consent, as outlined in Article 6 of the General Data Protection Regulation 2018. When processing your special category data, DUAC relies on the additional separate condition of explicit consent, as outlined in Article 9 (2) a).

DUAC clients: How personal data is stored

Data is held in proprietary databases and shared drive folders with access limited to those DUAC staff involved in delivering the assessment service.

DUAC clients: How personal data is processed

Your data will be processed in line with the delivery of the assessment service. This is outlined in the Quality Assurance Framework (QAF) as produced by the Disabled Students’ Allowances Quality Assurance Group (DSA-QAG).

The information you provide will be used to inform your initial needs assessment; to make appropriate recommendations to your funding body for funded support, and to help inform any subsequent reviews of support.

DUAC clients: Who the University shares data with

DUAC will share your personal and special category data with your funding body, so that they may fulfil their part in the needs assessment process and determine what support they will fund for you.

DUAC clients: How long personal data is held by the University

DUAC keeps assessment related data in line with University retention schedules. Ordinarily, this will be for a period of six years after the date of your initial assessment.

Data submitted to DUAC for the purposes of commissioning a needs assessment which ultimately does not proceed will be kept for a period of twelve months after the initial submission to enable processing of any subsequent invoices to the respective funding body, e.g. for cancellation fees.

DUAC clients: How to object to the processing of your personal data

Please contact DUAC on +44 (0) 191 334 8114 or email: [email protected]

DUAC clients: Visitors to our websites/webpages

When someone visits www.durham.ac.uk a third party service, Google Analytics, is used to collect standard internet log information and details of visitor behaviour patterns. The university does this to find out things such as the number of visitors to various parts of the site. This information is only processed in a way which does not identify anyone. The university does not make, and does not allow Google to make, any attempt to find out the identities of those visiting its website. DUAC also does not use this information in this way. If we do wish to collect personally identifiable information through our website, we will be transparent about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

DUAC clients: Use of cookies

A cookie is a simple text file that is stored on your computer or mobile device by a website's server and only that server will be able to retrieve or read the contents of that cookie. Cookies allow websites to remember user preferences, choices and selections, such as what's in your shopping basket. Durham University and DUAC also make use of the Google Analytics service to understand how you navigate around our site.

Neither Durham University nor DUAC use cookies to collect personal information about you.

DUAC clients: Links to other websites

This privacy notice does not cover the links within either DUAC’s or Durham University’s site linking to other websites. We encourage you to read the privacy statements on other websites you visit.

DUAC clients: Changes to this privacy notice

This Privacy Notice will be reviewed every twelve months.

DUAC clients: Further information

For further information please contact DUAC on +44 (0) 191 334 8114 or email: [email protected]