Privacy Policy

Types of personal information we collect

We collect, use and store different types of personal information about you, which we have grouped together as follows:

Types of personal information	Description
Publicity Available Data	Details about you that are publicly available, such as on Companies House or elsewhere on the internet
Marketing Data	Details about your preferences in receiving marketing communications from us
Consents Data	Any permissions, consents or preferences that you give us
Usage Data	Information about how you use our website, products and services

How we use your information

Cookies

Our website https://arden.ac.uk/ uses cookies. For more information on our cookies use, please read our cookie policy on our website.

Generally

The table below outlines how we use your personal information and our reasons. Where these reasons include legitimate interests, we explain what these legitimate interests are.

What we use your information for	Our reasons	Our legitimate interests
To provide you with information you may ask for	Consent Legitimate interests	To fulfil enquires you might make of us
To allow you to register for updates or for notifications of blog posts on our website	Consent Legitimate interests	To provide you with information that you may request from us
To allow you to register for events that we may be hosting	Consent Legitimate interests	To hold events, such as seminars, webinars, open days or corporate hospitality to promote our business and its services
To allow you to register as a member of our alumni network	Consent Legitimate interests	To operate and develop our alumni network and the activities of our alumni programme
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	Legitimate interests	To provide efficient client care and services To ensure that our technology operates efficiently and without error To assess which of our services may be of interest to you and to tell you about them To develop new products and services and improve existing ones
To manage our relationship with you which will include notifying you about changes to our privacy notice and our website terms and conditions	Legitimate interests Contract performance	To provide efficient client care and services To keep you updated about changes in the legal terms that apply to the use of our website For record keeping and firm management
To manage the systems that contain our marketing database To manage marketing preferences and keep our records up to date	Legitimate interests Consent	For data management for marketing and business development purposes To improve our systems and services To seek feedback To seek your consent when we need it to contact you
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences	Legitimate interests Consent	To improve our marketing strategy and the services that we provide
Sharing information with third parties - to facilitate data-gathering to improve our educational services, our website, and our marketing efforts.	Legitimate interests	For the purposes of  Arden University’s legitimate

Where we collect your personal information from

We may collect personal information about you from the following sources:

• Directly from you
• Cookies – see our cookie statement which can be accessed from our website
• Analytics providers, such as Google Analytics

Who we share your information with

We may share your personal information with the following third parties:

• Our agents and service providers who we use to help us with marketing.
• Event organisers (if we are organising an external event which you are attending).
• The police and other law enforcement agencies.
• Relevant regulators, including the Information Commissioner's Office in the event of a personal data breach.
• Potential or actual purchasers of any part of our business or assets, or other third parties in the context of a possible transfer or restructuring of our business.

How long we keep your personal information

Where we use your personal information for marketing purposes we will retain your personal information for so long as we have your consent to do so (where we use your personal information with your consent in order to send you marketing messages) or, in other cases, for so long as we have a legitimate business or commercial reason to do so (unless you ask us to stop).

Where you withdraw your consent to receiving marketing materials or otherwise ask us to stop marketing we will add your details to a suppression list which ensures that we remember not to contact you again.

If you withdraw your consent to receiving marketing materials or ask us to stop our marketing activities, we will still communicate with you for other purposes in the normal course of any other relationship we may have with you.

International transfers

As a global company, we hold some personal information concerning our suppliers and their affairs within the United Kingdom. We do work with agents and service providers who may process your personal information on our behalf outside the UK. If your information is processed outside the UK, we will ensure that it is protected to the same standards as if it were being processed within the UK by putting in place a contract with our agents and service providers that provides adequate safeguards.

If you require more information or have any queries, please contact our Data Protection Officer at: dpo@arden.ac.uk

Arden University takes the protection of your personal data very seriously and are committed to protecting and respecting your privacy.

When processing your personal data, Arden University is obliged to fulfil individuals’ reasonable expectations of privacy by complying with the General Data Protection Regulation 2016/679 (UK GDPR), the Data Protection Act 2018 (DPA), and other relevant legislation and regulations (collectively “Data Protection Law”).

Purpose of this Notice

This privacy policy sets out the basis on which any personal data we collect from you, or that you or any third parties provide, will be processed by us. We may withdraw or modify this notice at any time and we may supplement or amend this notice by additional policies and guidelines from time to time.  We will notify you if this notice is amended.

Arden University (also referred to in this notice as “we” or “us”) is a Data Controller (which means we are responsible for deciding how we hold and use your personal information) of your data, and is part of The Global University Systems B.V. group of companies which is made up of different legal entities, details of which can be found at https://www.globaluniversitysystems.com.

“Personal data” refers to information relating to a living, identifiable individual.  It can also include "special categories of data", which is information about your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health, genetic data, biometric data, data concerning sex life or sexual orientation, the processing of which is subject to strict requirements. Similarly, information about criminal convictions and offences is also subject to strict requirements.  

“Processing” means any operation which we carry out on your personal data e.g. obtaining, storing, transferring and deleting. 

Your personal information

We hold a range of personal data about you, some of which you provide to us direct and some of which we receive from third parties, such as UCAS, where relevant. See below for further details of personal data we receive from third parties.  Examples of categories of personal data which we hold are: your contact details, prior educational experience/attainment, immigration information (e.g. passport details, language proficiency), where relevant, health information (including any disabilities) and other equality monitoring data you provide to us. In addition, if you come to study with us, we process data about your academic performance, attendance and progression, and where relevant, breaches of our policies (e.g. academic or other misconduct concerning Arden University related activities). We also process contact and educational details after you have completed your programme or your activities with us are otherwise terminated.

The purposes for which we process your personal data and the lawful basis

When you are an applicant, we process your personal data for the purposes of assessing your eligibility to be offered a place on one of our academic or professional programmes. 

If you take up a place at Arden University, we process your personal data for the purposes of providing our academic or professional programmes and related services.  

If you are unsuccessful or do not take up a place at Arden University, we will retain your personal data in line with our retention schedules for statistical and audit purposes or in the event of a complaint or an appeal.

We only process data for specified purposes and if it is justified in accordance with data protection law. The table below lists the various purposes for which we process personal data and the corresponding justification for it. Some processing of your personal data is justified on the basis of contractual necessity. In general, this applies to personal data you provide to us to process your application and if enrolled, to monitor academic performance. Without that information, we would be unable to provide you with your chosen academic programme and related support services.  Some personal data is also required to fulfil our legal obligations regarding immigration. A failure to provide that information would prejudice your application for a Tier 4 visa.

No	Purpose	Lawful basis/ justification
1	Assessing eligibility to undertake our academic or professional programmes.	Processing is necessary for the purposes of taking steps prior to entering into a contract with us
2	Supporting applicants through the application process and providing further information on the services we can offer	Necessary for negotiating to enter into a contract and legitimate interests in providing support to applicants
3	Provision of academic programmes and related services (including IT and library services).	Necessary for performing a contract, i.e. to provide your chosen academic programme.  This can be a contract with us or a contract between you and your home institution (“contractual necessity”)
4	Identifying students and assisting them in trying to succeed in their learning via the online system.	Contractual necessity and legitimate interest in assisting our students to succeed in their studies
5	Assessment of academic progress and performance (including attendance), and where necessary providing support	Contractual necessity
6	Financial Administration (including provision of loans and bursaries)	Contractual necessity
7	Administration of extenuating circumstances procedures.	Contractual necessity
8	Administration of complaints, academic appeals, interruption and withdrawal, fitness to study and fitness to practice procedures.	Contractual necessity
9	Immigration matters.	Necessary for us to comply with our legal obligations in relation to students who hold Tier 4 visas. Such processing may also be in the public interest.
10	Making reasonable adjustments for disabilities and providing relevant support to students with ill health and providing wellbeing support.  This includes processing special category information.	Explicit consent.
11	Employability Support	Contractual necessity and our legitimate interest in assisting our students and alumni to progress in their careers.
12	Regulating Arden University’s community (including dealing with misconduct under our procedures for academic and other misconduct including disciplinary procedures)	Contractual necessity and our legitimate interest in maintaining academic standards and the good order of the Arden University community.
13	Obtaining payment of fees.	Contractual necessity and our legitimate interest in obtaining payment for the services we provide.
14	Protecting our property and assets (e.g. by dealing with misconduct)	Necessary for our legitimate interest in safeguarding our property and assets.
15	Providing appropriate I.T. and other infrastructure facilities e.g. a virtual learning environment	Contractual necessity; legitimate interest in providing a proper infrastructure to support the provision of academic or professional programmes and related student services.
16	Communicating with students	Contractual necessity, our legitimate interest in promoting student welfare, and consent for marketing Arden University
17	Registering alumni to maintain an alumni network	Necessary for our legitimate interests in maintaining an alumni network, and consent for marketing
18	To facilitate data gathering to improve our educational services, our website, and our marketing efforts.	Arden University’s legitimate business interests such as managing and developing its business
19	Processing of criminal conviction data during an appeal.	Performance of a contract for the purpose of the appeal. Safeguarding of individuals at risk under the Data Protection Act 2018 Schedule 1.

There may be other processing in addition to the above, for example, when you access our website which uses cookies or when we take photos of our events and publish them. This is done on the basis of our policies and we will inform you about such processing at the time when the data is obtained or as soon as reasonably possible thereafter. We also record some inbound and outbound telephone calls for training and monitoring purposes.

Where the basis of processing your personal data is contractual necessity and you fail to provide the personal data in question, Arden University may not be able to process your application or provide you with the programme for which you have applied. A failure to provide immigration related data may result in failure to obtain a Tier 4 visa for those who students who require it.

Personal data received from third parties

No	Data	Source
1	Contact details and attainment.	UCAS, call agents
2	Your immigration status.	Home Office (UKVI)
3	Transcripts - details of programmes undertaken or being undertaken at another institution; attainment.	Another institution and/or secondary/high schools.
4	Medical, mental health, accessibility-related and similar information. This is special category personal data. We only obtain this information from third parties if you give us consent to do so or if it’s a matter of life and death.	Another institution, medical practitioners and/or family members
5	Your financial status.	Student Loans Company.
6	Details of any Arden University associated complaint	Office of the Independent Adjudicator, and/or Competition and Markets Authority
7	Information required to assess eligibility for courses i.e. from employers or sponsors.	Employers or sponsors.
8	Details as to how you are performing in your apprenticeship job.	Your employer if you are an apprentice
9	Details as to how you are performing on placement.	Your placement provider
10	Details of performance at a partner institution including attendance and disciplinary issues.	International study abroad or exchange programme partner or collaboration partner.

Recipients of personal data 

On occasion we may need to share your data with third parties. The following table lists what information we may share with whom
 

No	Recipients	Data which we may share with them
1	Placement providers	Your CV as well as any accessibility and assistance requirements and related information.
2	Co-curricular and/or extracurricular excursion providers	Accessibility and assistance requirements and related information.
3	Your employer if you are an apprentice.	Details as to how you are performing in the academic part of your apprenticeship.
4	Your employer or sponsor if you are a sponsored student.	Details as to how you are performing and attendance in your course.
5	External examiners.	Identification details and exam papers.
6	Turnitin.	Identification details and assessment papers in order to detect plagiarism
7	Education and Skills Funding Agency if you are an apprentice.	Student details including course and employer information and academic progression.
8	End point assessor if you are an apprentice	Identification details and assessment details.
9	UK Home Office	Passport details; contact details; programme details including attendance, placement details and work experience; fees and housing details
10	Data processors i.e. third parties who process personal data on our behalf e.g. software providers or marketing service providers	Application details; attendance records or contact details which are not retained by the third party
11	Local Authority (including the electorate office).	Contact details and course details where there’s a legal basis.
12	Student Loans Company.	Contact details and course details including progression.
13	Arden University’s insurers and internal and external auditors, Health and Safety Executive in respect of accidents or incidents connected with the company.	Student details and details in relation to any incident.
14	Regulatory bodies, where you are on a professional programme	Contact details, attendance and progression information and potentially disciplinary or fitness to study or fitness to practice issues
15	Government agencies i.e. HMRC*	Contact details and potentially other information if requested where there is a legal basis.
16	Police*.	Contact details and potentially other information if requested where there is a legal basis.
17	Members of the Channel Panel, a programme which provides support to individuals who are at risk of being drawn into terrorism as defined in Part 5, Chapter 2 of the Counter Terrorism and Security Act 2015.	Contact details and other information that Arden University could be required to supply in order to comply with the Counter Terrorism and Security Act 2015.
18	Potential employers or other companies requesting a reference or confirmation of qualifications	Attendance, progression and performance details including disciplinary or academic misconduct issues or breaches of the Arden University’s regulations.
19	Close family, next of kin and emergency services where there is an emergency situation such as illness or serious injury	Personal data including potentially special category data if necessary
20	Other UK based and international educational institutions which Arden University partners or collaborates with to deliver placements, study abroad programmes, dual awards, franchised or validated awards or any articulation or progression agreement.	Contact details, attendance, progression and performance details and details of any disciplinary or academic misconduct issues or breaches of Arden University’s regulations
21	Higher Education Statistics Agency (“HESA”); Office for Students and Government Departments such as the Department for Education for analysis of student data or to carry out statutory functions	Personal details, progression and performance details, details of the Destination of Leavers’ Survey.  The privacy notice for the Office for Students including sensitive data that they may hold, can be found here https://www.officeforstudents.org.uk/privacy/. The privacy notice for HESA can be found here https://www.hesa.ac.uk/about/website/privacy
22	External debt collection agencies, in relation to student debts where Arden University’s own recovery attempts have proven unsuccessful	Contact details and details of debt
23	Third party coaching and wellbeing services	Contact details. Special category data will be shared only with consent.

* This will only be shared on request and where there is a legal basis for doing so.

Automated decision making

A few modules are assessed, or partly assessed, by multiple choice questions (MCQs). These exams will be taken through our online learning platform and will be marked automatically based on the answers you select. You will receive your provisional grade shortly after sitting the exam and your ratified grade after the subject assessment board meets to confirm the grades. You have the right to request that the marking is checked by human intervention. Requests should be forwarded to dpo@arden.ac.uk.

Overseas transfers of personal data (i.e. outside the UK)

Where possible, we aim to hold personal data relating to students within the UK. Where any of your personal data is transferred outside the UK it will be subject to a legally binding data sharing agreement and to an adequacy decision by the Secretary of State (country, territory or specified sectors), or other appropriate safeguards as set out in Article 46 of the UK GDPR.  

Retention of data

The length of time that we keep your personal data for is set out in the Student Records Retention Schedule, please contact dpo@arden.ac.uk for more information.

Your rights as a data subject

As a data subject, you have the following rights in relation to your personal data processed by us: 

• To gain access to your personal data;

• To rectify inaccuracies or where appropriate, given the purposes for which your data is processed, the right to have incomplete data completed;

• To have your personal data erased. This is a limited right which applies, among other circumstances, when the data is no longer required, consent has been withdrawn and/or the processing has no legal justification. There are also exceptions to this right, such as when the processing is required by law or in the public interest;

• To object to the processing of your personal data for marketing purposes.  You may also object when the processing is based on the public interest or other legitimate interests, unless we have compelling legitimate grounds to continue with the processing.

• To restrict the processing of your personal data. This is a limited right which will apply in specific circumstances and for a limited period.

• To obtain a copy of your data in a commonly used electronic form if the data is processed by automated means and the processing is based on your consent or contractual necessity.

• To not have decisions with legal or similar effects made solely using automated processing, unless certain exceptions apply.  

Where we are relying on your consent to process your data, you may withdraw your consent at any time. Your requests will be considered at the latest within one month.

Exercising your rights, queries and complaints   

For more information on your rights, if you wish to exercise any of the above rights or for any queries you may have or if you wish to make a complaint, please contact our Data Protection Officer at Arden University, Arden House, Middlemarch Park, Coventry, CV3 4FJ.

E-mail: dpo@arden.ac.uk

Complaints to the Information Commissioner  

Arden University maintains a data protection registration with the Information Commissioner's Office, the independent authority which oversees compliance with the Data Protection Legislation. Arden University’s registration number is Z1452503.

You have a right to complain to the Information Commissioner's Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website https://ico.org.uk/.

 

Purpose of this Privacy Notice:

Our alumni and supporters are extremely important to us. This Privacy Notice explains how we, Arden University, use the personal data we collect from our alumni and supporters.

We are the data controller for personal data relating to you and this Privacy Notice explains how we will process your personal data. This Privacy Notice will be kept under review and any changes will be updated on our website and communicated to you as appropriate.

Who does this privacy notice cover?

This privacy notice covers Arden University alumni who have completed a course of over 12 months duration. It also covers individuals who have chosen to support Arden University in some way and have consented to be contacted for one of the purposes set out below. This notice only covers processing of personal data for Alumni and Development purposes as set out below. For other personal data processing related to former students and alumni see the Student Privacy Notice.

What personal information do we collect?

We may hold a range of personal data about you from a number of sources.

The majority of the personal data that we hold is information provided to us by you. If you are an alumna/ alumnus of Arden University, personal data collected during your time as a student is transferred from your student record such as your name, date of birth and gender to Arden University’s alumni database when you complete a course of over 12 months duration. We may also add information provided by you during interactions with you. If you are a supporter of Arden University, the personal data we hold may be information provided by you during your interaction with us.Examples of categories of personal data which we may hold are:

•    Personal identifiers – e.g. your name, gender, student/alumni numbers and your date of birth;

•    Contact details – e.g. your postal/ email address, telephone number and contact preferences;

•    Information about your time at Arden University – e.g. the courses you completed and your membership of clubs and societies; 

•    Career details – e.g. job role;

•    Records of donations – including financial details and Gift Aid status, where applicable (as required by HMRC);

•    Communications between the Arden University and you;

•    Information about your interactions with Arden University – e.g. records relating to volunteering activities on behalf of the university, online interactions with us on social media, information about your use of university resources or facilities (e.g. the library), information on your engagement with university meetings, events, groups or networks;

We may also hold information collected from publically available sources, such as social network posts, internet searches and websites, and may augment this information with the personal data you provide to us.

Why are we collecting your personal data/what are we doing with it (purposes)?

We only process data for specified purposes and if it is justified in accordance with data protection law. In general terms, we process your personal data for the purposes of increasing alumni involvement with the student experience at Arden University, fundraising, alumni/ supporter communications and related activities by Arden University. More specifically, these activities may include:

•    sending you publications (e.g. alumni magazines and email newsletters about Arden University and fundraising activities);

•    inviting you to alumni and supporter events, reunions and University events;

•    informing you of benefits available to alumni and supporters;

•    asking you to support Arden University (e.g. contributing to student mentoring schemes or donations);

•    fundraising programmes;

•    wealth analysis and research in order to improve our understanding of our alumni and supporters, inform our fundraising strategy and target our communications; and

•    internal record keeping and administration (e.g. to process a donation or administer an event which you are attending).

There may be other processing in addition to the above, for example, when you access our website which uses cookies or when we take photos of our events and publish them. This is done on the basis of our policies and we will inform you about such processing at the time when the data is obtained or as soon as reasonably possible thereafter. Use of our websites, including our use of cookies, is covered by our website privacy notice.

Do we use any automated decision making or profiling?

Automated individual decision-making means making a decision solely by automated means without any human involvement and profiling means the automated processing of personal data to evaluate certain things about an individual. We may use automated or manual analyses including segmentation or profiling to link data together to send you communications which are relevant and timely, to identify opportunities which may be of interest to you, to help us identify your potential for supporting Arden University and to avoid approaching you with opportunities which are not of interest. We may carry out wealth screening to focus our conversations with you and ensure we provide you with an experience which is appropriate for you.

What lawful bases do we rely on for processing your personal data?

Depending on the activity being carried out, we will rely on one of the following conditions for processing: a legitimate interest; a legal obligation; or your consent to process your data, as explained below.
•    UK GDPR Article 6(1)(a) – Consent of the data subject
Unless mentioned below, we will only process your personal data in relation to alumni and development purposes where we have your consent. This means we will only email you, or call TPS registered numbers, if we have your express consent to do so. We may contact you by post, unless you have asked us not to. We will also only contact you about university news, events or to ask for a donation if we have your express consent to do so.
•    UK GDPR Article 6(1)(c) – Processing is necessary for compliance with a legal obligation

If you make or have made a charitable donation we will process your name, address, and donation information under Article 6(1)(c) of the UK GDPR for the purpose of administering your donation and claiming Gift Aid on your behalf. We may also use available sources to carry out due diligence checks to meet money laundering regulations. If you withdraw consent, we will continue to maintain a core set of personal data comprising very brief information to ensure that we do not inadvertently contact you in future. The university has a legal obligation to supply some of the information we hold about you, as a graduate, to the Higher Education Statistics Agency (HESA) – the official agency for the collection, analysis and dissemination of quantitative information about higher education in the United Kingdom. HESA will treat your data in line with its collection notices. HESA produces official statistics and its outputs are regulated by the UK Statistics Authority, which has a direct line of accountability to Parliament.
•    UK GDPR Article 6(1)(f) - Processing is necessary for the pursuit of our legitimate interests.

Processing of student record data for alumni under legitimate interests for the purpose of monitoring our academic services and providing you with information (e.g. copy of transcript, confirmation of degree etc.) is covered in the Student Privacy Notice.

Who do we share your personal data with? What data do we share?

On occasion we may need to share your data internally and with third parties. The following table lists what information we may share with whom.
 

Recipients	Data which we may share with them
Our staff in the Registry Department	Contact details, course information, and, where necessary for the implementation of reasonable adjustments and/or the provision of other support and subject to your consent, health information.
Our administrative/ IT staff associated with alumni/ supporter activities	Contact details, course information, and, where necessary for the implementation of reasonable adjustments and/or the provision of other support and subject to your consent, health information.
Volunteer partners associated with alumni/ supporter activities	Contact details and course information
College clubs and societies	Contact details and course information
Event providers	Registration details, accessibility and assistance requirements and related information including dietary requirements.
Third parties engaged by Arden University to provide alumni and fundraising related services including potential for wealth analysis and research or to carry out automated or manual analysis to link data together to identify your potential for supporting Arden University	Contact details and course information
Data processors i.e. third parties who process personal data on our behalf e.g. software providers, event booking providers etc.	Contact details and course information

How are we protecting your personal data?

Your personal data is held securely on Arden University’s alumni and supporter database, which is accessible by a limited number of staff and is secured. If your information is processed outside the UK, we will ensure that it is protected to the same standards as if it were being processed within the UK by putting in place a contract that provides adequate safeguards. 

We ensure we have appropriate data sharing agreements in place before sharing your personal data.

We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them.

Arden University is committed to working in a transparent, ethical, responsible and honest way. 

Your rights as a data subject 

As a data subject, you have the following rights in relation to your personal data processed by us:
•    to gain access to your personal data;
•    to rectify inaccuracies or where appropriate, given the purposes for which your data is processed, the right to have incomplete data completed;
•    to have your personal data erased. This is a limited right which applies, among other circumstances, when the data is no longer required or the processing has no legal justification. There are also exceptions to this right, such as when the processing is required by law or in the public interest;
•    to object to the processing of your personal data for marketing purposes;
•    to object to the processing of your personal data when such processing is based on the public interest or other legitimate interests, unless we have compelling legitimate grounds to continue with the processing;
•    to restrict the processing of your personal data. This is a limited right which will apply in specific circumstances and for a limited period; and
•    to ask for the transfer of your data electronically to a third party.

How long is your personal data kept?

Personal data in support of your alumni relationship with Arden University will be kept until there is no longer a lawful basis for holding it, until you object to the processing of your data (e.g. for direct marketing purposes) or until you withdraw your consent.
If you ask us to delete your personal data, we will continue to maintain a core set of personal data comprising very brief information to ensure that we do not inadvertently contact you in future. We may also need to retain some financial records for statutory purposes.

How can you maintain your personal data?

You can update, amend or correct the data we hold about you by contacting Arden University by email, phone or post. You can also change your communication preferences at any time to restrict how we process your data, or opt out of some or all communication. 

Exercising your rights, queries and complaints

For more information on your rights, if you wish to exercise any right or for any queries you may have or if you wish to make a complaint, please contact our Data Protection Officer:

Data Protection Officer
Address:  Arden House, Middlemarch Park, Coventry, England, CV3 4FJ
Email: dpo@arden.ac.uk

Complaints to the Information Commissioner

You have a right to complain to the Information Commissioner's Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website https://ico.org.uk/

 

This policy document should be read alongside the information contained within the graduation pages on our website www.arden.ac.uk/graduation

Your name will appear in the Graduation brochure. If you do not want your name included for these purposes you must tell us be emailing dpo@arden.ac.uk no later than 5 weeks prior to the date of your ceremony. When emailing please ensure that you include your STU number and Programme of Study.

This policy will be updated in line with ongoing government guidance which may have an impact on Arden University’s graduation ceremonies.

As the graduating student, you are responsible for reading this policy and the information this page links through to.

The University does not accept responsibility and expressly excludes liability to the fullest extent permitted by law for:

1. Any loss or damage to any personal property left unattended during an event organised by the university unless caused by the negligence of the university or its employees; or
2. Death or any personal injury suffered by you at a university event unless caused by the negligence of the university or its employees.

 

1. Registration and Eligibility

The University publishes its schedule of graduation events and which cohort of students will be included on the Graduation Website. Eligible students will be invited to book online when registration opens. You must book online for your graduation by the deadline. If you miss the deadline, you are not guaranteed a place at your ceremony. You may request a late place up until 2 weeks before the ceremony date and if there is capacity you will be permitted to book online but you will not feature in the graduation brochure. After this date your only option is to request a deferral, please see section 12 of this policy.

You will not be eligible to attend a graduation ceremony if the Progression and Award Board determines that you have not met the requirements of your award or you intend to enrol on a further stage of your course (e.g. a top-up to honours) or you have an appeal in progress.

Additionally, any student who has an outstanding debt to the University will not be allowed to attend a graduation ceremony nor receive their certificate, so you should ensure any outstanding debts are cleared before your registration period closes.

2. Tickets

The University reserves the right to make changes to the scheduled timings where necessary. In this instance you will be informed via email and any existing tickets will be transferred to the new ceremony time.

Graduates receive a complimentary ticket. You are permitted to book and pay for up to 2 guest tickets by the published deadline. If you miss the deadline, guests will not be guaranteed a place at your ceremony.

Extra guest tickets may be made available after main registration has closed and subject to maximum venue capacity. If there is capacity to accommodate extra guests, guest ticket registration will be opened again for the period as defined on the graduation website. There may be further guest tickets available to purchase on the day, on a first come first served basis.

No one will be admitted to the ceremony without a ticket. Children aged twelve years or older must have their own ticket

Tickets will only be issued if you are eligible for graduation.

Your tickets will be available to collect on the day. Guidance on timing and location of collection will be detailed on the graduation website and notified to you by email at least 1 week before the event.

This is a family occasion so children are welcome to attend, however, they must be accompanied by a ticket-holding adult and if aged over 12, have their own ticket.

Ceremonies last for around 2 hours, so may not be suitable for very young children. Out of respect for other guests, we ask that children are taken outside if they do become unsettled.

3. Gowns

All graduates are encouraged to wear academic dress for your graduation ceremony.

Graduates can only wear academic dress which is hired or purchased from our appointed graduation gowning partner. This must be the correct attire for your award. You will not be able to graduate if you are not wearing the correct Academic Dress.

Academic dress should be hired or purchased online through the link on the graduation web pages.

4. Behaviour

How you conduct yourself on the day reflects on you, your guests, and the University. We want everyone to enjoy the day so ask you to respect others who are also graduating with you.

Arden University does not tolerate aggressive or threatening behaviour by or to our graduates, their guests or any University staff.

5. Right to refuse entry

All graduates and guests must be seated by the time stated on the timetable for the day. Entry for graduates and guests is not normally possible once a ceremony has started.

We reserve the right to ask any person to leave the ceremony if they are being disruptive to the proceedings or to other guests.

We will not admit anyone without a ticket.

We reserve the right to refuse entry to a graduation ceremony.

6. Security

Random bag searches may take place for security reasons at all venues in use during graduation. It is recommended that no large bags are taken into either the auditorium or other venues in use for graduation. There will be cloakrooms available.

Only food and drink purchased on the premise can be consumed by guests. The following items are not permitted to be brought into the venue:

• Food
• Drink/Alcohol
• Weapons or anything resembling a weapon
• Drugs

If you see anything suspicious or that gives cause for concern, please inform a member of the graduation team or security at any venue.

In the event of an emergency, please follow all instructions on the day from security, University staff or emergency services personnel.

7. Accessibility requirements

If you or a guest requires special arrangements, such as wheelchair access, sight or sound facilities, or other assistance, you should let us know this at the time of registration to allow us time to organise the appropriate arrangements and seating. 

If you have not requested arrangements via the form, please email graduation@arden.ac.uk with your requirements and we will do our best to help you.

If you do not contact us to discuss your requirements in advance of the day, we may not be able to help.

8. Taking your own photos and footage

You can take your own photographs or film during the ceremony. However, we ask that you do not obstruct the views of others and that you take your photographs in a discreet manner as possible.

Please note that no cameras or phones are permitted to be used on stage. However, your guests are welcome to take photographs from their seats.

9. Photography and filming

The Arden University Graduation ceremonies are professionally filmed.

Professional photographers will also be taking photographs of the event. Graduates, staff and guests are all likely to be captured in either this film or in photographs.

Film footage and photographs taken may be used for media publications, advertising, on our website at a later date, and on social media.

You can read our full privacy notice here.

10. Data protection and your personal information

You can read our full privacy notice here.

11. Force Majeure

In the event of Arden University’s graduation ceremonies being cancelled, delayed or postponed due to circumstances beyond the control of the University, including (but not limited to) fire; explosion; terrorist act (or threat of a terrorist act); act of God; death of monarch; pandemic, endemic, epidemic, outbreak; industrial action by the staff of the graduation venue(s); the graduation venue no longer being available to the University for any reason; dispute involving the University and the graduation venue(s), the University will not be liable for any losses direct or otherwise incurred by graduates or their guests.

In the unlikely event that a graduation ceremony has to be cancelled or rearranged, the University will make every effort to contact you to let you know, with as much warning as we possibly can. We will also make every effort to publish information on our web pages and other suitable channels.

12. Deferral

It is not normally possible to attend a different graduation ceremony in the same round of ceremonies. A request can be made by a graduate to move ceremony within that scheduled period or to defer to the next scheduled graduation period and this will be considered subject to capacity.

We will not consider a deferral of ceremony beyond 12 months.    

We may require supporting evidence of the mitigating circumstances which require you to defer or change ceremony.  

If you would like to be considered for a deferral, you can request this by contacting the Graduation Team via email at graduation@arden.ac.uk. You will need to attach supporting evidence.

A decision to change or defer is made on behalf of the Academic Registrar and is final.

13.  Refunds

If you cannot attend your ceremony an order for gown, tickets and photography can be cancelled up until 7 days before the event.  

You may be charged an admin fee; your statutory rights are not affected. If you are unable to attend the ceremony and do not inform us before this date, we will be unable to provide a refund.

Please view Graduation Attire Terms and Conditions for full details regarding cancellation and refunds. 

Arden University ("we", "our", "us") are committed to protecting and respecting your privacy.

This privacy policy sets out the basis on which any personal data we collect from you, or that you or any third parties provide, will be processed by us. We may withdraw or modify this notice at any time and we may supplement or amend this notice by additional policies and guidelines from time to time. We will notify you if this notice is amended.

What is Personal Data?

'Personal data' means any information which identifies you as an individual. It may include your name but it may also be other information such as your date of birth, nationality and gender which when combined identify you.

Arden University data protection obligations

In accordance with the UK General Data Protection Regulation 2016/679 (“UK GDPR”) and the Data Protection Act 2018 (“DPA”), together, the “Data Protection Legislation”, we are a Data Controller as we determine the purposes for which, and the manner in which, any personal data is, or is likely to be, processed. This means that we are legally responsible for the personal data we collect and hold about you. It also means that we must comply with the data protection principles (see below). One of our responsibilities is to tell you about the different ways in which we use your personal data – what information we collect (and our lawful basis for doing so), why we collect it, where we collect it from and whether (and with whom) we will share it. We also need to tell you about your rights in relation to the information. This notice provides further details about all of these issues.

In order to comply with our contractual, statutory, and management obligations and responsibilities, we need to process personal data relating to our employees, including ‘special categories’ of personal data, as defined in the Data Protection Legislation which is information about your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health, genetic data, biometric data, data concerning sex life or sexual orientation, the processing of which is subject to strict requirements. Similarly, information about criminal convictions and offences is also subject to strict requirements.  
All personal data will be processed in accordance with the Data Protection Legislation and Arden University Privacy Policy. 

Using your information in accordance with Data Protection Legislation

Data Protection Legislation require that we meet certain conditions before we are allowed to use your data in the manner described in this notice, including having a 'lawful basis' for the processing.

The lawful bases on which your personal data are collected, the types of personal data, and the purposes for which they are processed are given below.

Application for employment

We need to process your personal data that you supplied to Arden University as part of your application for a position at Arden University. This is to ensure that your application can be considered by the relevant department. In your application we will collect the following information:

Personal data gathered

In your application we will collect the following information

First Name(s)
Last Name
Title
Other Name(s)
Preferred Forename
Your Address
Postcode
Telephone (Home)
Telephone (Work)
Telephone (Mobile)
Your personal email address
Details of your Secondary and/or Tertiary education
Professional qualifications
Statement in support of your application
Details within your submitted Curriculum Vitae (CV)
Details of your right to work in the UK

Information about your present and employment history for the previous five (5) years including: 
Name of Employer(s) 
Address Line 1
Address Line 2
Town
County
Postcode
Job Title
Date From
Date To
Salary
Notice Required

In addition, we may contact your referees as provided in your application to confirm the employment information that you provided. 

Special categories personal data

As part of the application you will be asked to provide equality and diversity information, this may include data concerning:

Any disability 
Your ethnicity
Your sexual orientation
Your religious beliefs
You have the right to not provide this information, in which case Arden University will note to statutory bodies that you elected not to provide this information

Criminal records information

In some circumstances we may process your information to undertake a Disclosure and Barring Service (DBS) check, as required by law.

During your employment

The Data Protection Legislation define 'special categories of personal data' as information that reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health, genetic data, biometric data, data concerning sex life or sexual orientation. We will process this data, as well as the data provided in your application in order to perform our obligations arising from your contract of employment with us. The additional personal data we process to meet these responsibilities includes:

Additional data - personal information

The additional personal data (including some special category personal data) we process to meet our responsibilities as an employer includes the following:

Previous sickness information including the reasons for the absence
Bank account details
Passport details
Visa details
Sick pay
Leave entitlement
Parental pay
Pensions data
Remuneration and benefits
Emergency contacts
Trade Union Membership

Statutory responsibilities

We may process your personal data in order to meet responsibilities imposed on us by legislation. The personal data processed to meet statutory responsibilities includes, but is not limited to, data relating to:
tax;
national insurance;
statutory sick pay;
statutory maternity pay;
family leave;
work permits, and
equal opportunities monitoring.

Our lawful basis for processing

The lawful bases for processing personal data will be:
UK GDPR Article 6(1)(b) Contract 
UK GDPR Article 6(1)(c) Legal obligation 
UK GDPR Article 6(1)(f) Legitimate interests

Purpose of processing

We will use your personal data in connection with your employment relationship with us, including for the following purposes:

To facilitate staff training, such as e-learning.
Managing our accounts and records and providing commercial activities to our clients.
For the use of CCTV systems to monitor and collect visual images for the purposes of security and the prevention and detection of crime.
To provide you access to relevant systems to undertake your role.
To fulfil our obligations for the contract of employment.
Processing recruitment applications.
Talent, performance and succession planning.
Paying and reviewing salary and other remuneration and benefits.
Providing and administering benefits (including pension, voluntary healthcare schemes, salary sacrifice schemes and others).
Undertaking performance appraisals and reviews.
Policy and Legal Governance requirements and compliance.
Internal audit and data collection.
Legal compliance, requirements and obligations.
Maintaining sickness and other absence records.
Providing references and information to future employers and, if necessary, governmental bodies.

Processing information regarding equality of opportunity and treatment of data subjects in line with the monitoring of equal opportunities and access.

The information we process may be held on Arden University Corporate systems some of which may be owned and operated by third parties. Where we engage with such third parties, we insist upon strict contractual requirements to be adhered to by them to protect the personal data. 

Special categories personal data

The Data Protection Legislation define 'special categories of personal data' as information about racial or ethnic origin; political opinions; religious beliefs or other similar beliefs; trade union membership; physical or mental health; sexual life. In certain limited circumstances, the Data Protection Legislation permit us to process such data without requiring the explicit consent of the employee.

(a) We will process special category personal data about an employee’s health where it is necessary, for example, to record absence from work due to sickness, to pay statutory sick pay, to make appropriate referrals to the Occupational Health Service, and to make any necessary arrangements or adjustments to the workplace in the case of disability. This processing will not normally happen without the employee’s knowledge and consent.
(b) Other than in exceptional circumstances, Arden University will process special category personal data about an employee’s racial and ethnic origin, their sexual orientation or their religious beliefs only where they have volunteered such data and only for the purpose of monitoring and upholding Arden University’s equal opportunities policies and related provisions.
(c) Information about an employee’s criminal convictions will be held as necessary and only in accordance with Data Protection Legislation.

The lawful basis for processing this special category personal data will be:

UK GDPR Article 9(2)(b) ‘processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law insofar as it is authorised by domestic law or a collective agreement pursuant to domestic law providing for appropriate safeguards for the fundamental rights and the interests of the data subject.’

Sharing personal data

We sometimes need to share the personal information we process with you and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Legislation.

We may use third party providers to deliver our services, such as externally hosted software or cloud providers, and those providers may involve transfers of personal data outside of the UK. Whenever we do this, to ensure that your personal data is treated by those third parties securely and in a way that is consistent with Data Protection Legislation, we require such third parties to agree to put in place safeguards, such as Standard Contractual Clauses or equivalent measures. 

Where necessary or required we will share your information with:
•    family, associates and representatives of the person whose personal data we are processing;
•    current, past or prospective employers;
•    healthcare, social and welfare organisations;
•    suppliers and service providers;
•    financial organisations;
•    auditors;
•    police forces, security organisations;
•    courts and tribunals;
•    prison and probation services;
•    legal representatives;
•    local and central government;
•    consultants and professional advisers;
•    trade union and staff associations;
•    survey and research organisations, and
•    press and the media.

Furthermore, in order to fulfil its statutory responsibilities, Arden University is required to provide some of an employee’s personal data to government departments or agencies e.g. provision of salary and tax data to HM Revenue & Customs.

Automated processing

Arden University does not use automated processing and decision making without manual intervention.

Keeping personal data up-to-date

The Data Protection Legislation require us to take reasonable steps to ensure that any personal data we process is accurate and up-to-date. Employees are responsible for informing us of any changes to the personal data that they have supplied during the course of their employment. You can contact peopleservices@arden.ac.uk to update your personal data.

Retention of your data

Arden University retains personal information it collects from you where there is an ongoing business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).

When there is no ongoing business need to process your personal information, Arden University will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then Arden University will securely store your personal information and isolate it from any further processing until deletion is possible. Personnel files are retained for a period of at least 6 years from the date of termination of employment.

How does Arden University protect data?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. Your information will not be transferred outside of the UK.

Your rights

As a data subject, you have the following rights in relation to your personal data processed by us: 

• To gain access to your personal data; 

• To rectify inaccuracies or where appropriate, given the purposes for which your data is processed, the right to have incomplete data completed;

• To have your personal data erased. This is a limited right which applies, among other circumstances, when the data is no longer required, consent has been withdrawn and/or the processing has no legal justification. There are also exceptions to this right, such as when the processing is required by law or in the public interest;

• To object to the processing of your personal data for marketing purposes.  You may also object when the processing is based on the public interest or other legitimate interests, unless we have compelling legitimate grounds to continue with the processing.

• To restrict the processing of your personal data. This is a limited right which will apply in specific circumstances and for a limited period.

• To obtain a copy of your data in a commonly used electronic form if the data is processed by automated means and the processing is based on your consent or contractual necessity.

• To not have decisions with legal or similar effects made solely using automated processing, unless certain exceptions apply.  

Where we are relying on your consent to process your data, you may withdraw your consent at any time. Your requests will be considered at the latest within one month.

For more information on your rights, if you wish to exercise any right or for any queries you may have or if you wish to make a compliant, please contact our Data Protection Officer at: dpo@arden.ac.uk

Changes to our privacy Policy

Any changes we make to this privacy notice in the future will be posted on this page and, where appropriate, notified to you by email.

Who regulates the use of my personal information?

Arden University maintains a data protection registration with the Information Commissioner's Office, the independent authority which oversees compliance with the Data Protection Legislation. Arden University’s registration number is Z1452503. Please visit the Information Commissioner's Office website for details.

Who do I contact with questions?

The data controller for the purposes of the General Data Protection Regulation is Arden University. If you have any questions or concerns about how your personal data is used, please email Arden University’s Data Protection Officer at: dpo@arden.ac.uk

If we are unable to adequately address any concerns you may have about the way in which we use your data, you have the right to lodge a formal complaint with the UK Information Commissioner's Office. Full details may be accessed on the complaints section of the ICO's website 

1. What is this notice?

This notice applies to individuals applying to work with us, including prospective directors, employees, trainees, apprentices, work experience students, workers, consultants and contractors. It applies whether the work applied for is part time or full time; or permanent, temporary or for a fixed term.

We are a data controller, which means we are responsible for deciding how we hold and use your personal information.

This notice explains how and why we will collect and use your personal information in the context of the recruitment process and your rights in relation to your personal information. We may amend this notice from time to time.

2. Your personal information

In this privacy notice, 'your personal information' means your personal data i.e. information about you from which you can be identified. Sections 5 and 6 below set out your personal information that we may process.

Your 'personal information' does not include data where the identity has been removed (anonymous data).

It is important that your personal information is accurate and up to date. Please inform us if your personal information changes during the recruitment process. 

3. Special categories of personal information

'Special categories of personal information' means information about your racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; health; sex life or sexual orientation; genetic data; or biometric data for the purpose of uniquely identifying you.

Data marked * in the table at section 5 below, and data described at section 6, falls within these 'special categories' or might disclose special categories of personal information. We must have additional legal grounds for processing special categories of personal information, and these grounds are set out at sections 5 and 6 below. 

4. Where does your personal information come from?

Your personal information will come from you or us, and may also come from the following sources:

•    Recruitment agencies and apprenticeship providers may provide us with the following personal information: personal contact details, qualifications, schools attended, details of previous employment(s), skills and experience, hobbies and interests, and interview notes.
•    Credit reference agencies may provide us with the following personal information: personal contact details, date of birth, details of credit accounts and usage and an overall credit score.
•    Former employers or other referees, whom you have given us permission to contact, may provide us with the following personal information: role(s) held, dates of employment, details of skills and capabilities and any other information that helps to assess your suitability for the position applied for.
•    Arden University staff may provide us with: personal information about you if they are referring you for recruitment.
•    Medical professionals may provide us with the following personal information: information relating to any disability that you may have, the effects of that disability, and adjustments that may need to be made to the recruitment process as a result of that disability.
•    Professional bodies such as the, Association of Chartered Certified Accountants, Law Society of England and Wales, and / or the Solicitors Regulation Authority may provide us with the following personal information: qualifications, registrations, practising certificates, accreditation details and membership details.
•    Google and social networking accounts (such as LinkedIn): as part of the recruitment process we may source personal information relating to roles you have held, details of skills and capabilities and any other information that helps us to assess your suitability for the position applied for.
•    Disclosure and Barring Service: as described at section 6 below.

Some of the sources above will only be relevant in certain circumstances, or if you have applied for a particular role. If you would like more information on the source of your personal information please contact People Services.

5. Processing your personal information

We may process your personal information during and after the recruitment process. This may include collecting your personal information, recording it, storing it, using it, amending it, destroying it and, in some circumstances, disclosing it.

In general, we process your personal information for the reasons, and on the legal grounds set out in the following table, and also to:
•    Retain records relating to the recruitment process;
•    Establish, exercise or defend legal claims;
•    Comply with the law or requirements of any regulator; and
•    Protect your vital interests or those of another person (in exceptional circumstances, such as a medical emergency).

Reason for processing your personal information	Legal ground(s) for processing, and legitimate interest (where applicable)	Your personal information
Contact you regarding the recruitment process and any offer of work	To enter a contract	Personal contact details (including name, address, email, telephone number)
Make a decision about your recruitment or appointment, including assessing your skills, qualifications and suitability for the work	To enter a contract For our legitimate interests: •    to select suitable employees, workers and contractors	•    Information provided in your application form, CV, any covering letter or email, and interview notes •    Information sourced from Google and social networking accounts (such as LinkedIn) relating to roles you have held, details of skills and capabilities and other information that helps us to assess your suitability for the work.
If you have accepted an offer of work from us that is subject to such checks: •    Take up references (from referees whom you have given us permission to contact); •    Carry out credit checks; and / or •    Confirm your professional memberships, registrations and / or qualifications.	To enter a contract For our legitimate interests: •    to select suitable employees, workers and contractors	•    References and details of previous employers (including role(s) held, dates of previous employment, details of skills and capabilities and other information that helps to assess your suitability for the position applied for) •    Results of credit check: personal contact details, date of birth, details of credit accounts and usage and credit score •    Professional qualifications, registrations, practising certificates, accreditation details, and membership details
Determine the terms of any potential contract between you and us	To enter a contract To comply with a legal obligation	Offer letter, and proposed contract between you and us
If you have accepted an offer of work, check you are legally entitled to work in the UK	To enter a contract To comply with a legal obligation	Documentation confirming your right to work in the UK
Consider reasonable adjustments to the recruitment process for disabled applicants	To enter a contract To comply with a legal obligation For our legitimate interests: •    To select suitable employees, workers and contractors *For special categories of information: •    To exercise or perform employment law rights or obligations	Information about a disability, the effects of that disability, and adjustments that may need to be made to the recruitment process as a result of that disability*
Carry out equal opportunities monitoring	For our legitimate interests: •    To review equality of opportunity or treatment *For special categories of information: •    To review equality of opportunity or treatment •    To exercise or perform employment law rights or obligations	The following information you have provided via our equal opportunities monitoring form: •    Health data, including disability information* •    Information regarding pregnancy and maternity* •    Age and date of birth •    Marriage or civil partnership status* •    Gender •    Information on gender reassignment* •    Data revealing race, religious beliefs or sexual orientation*

6. Information about criminal convictions

To enable us to make recruitment decisions and assess suitability for particular work, we will process information about criminal convictions and offences (including alleged offences) as described in this section 6.

We will process this information to enter a contract with you, to comply with a legal obligation, for our legitimate interests (in selecting suitable employees, workers and contractors), and to exercise or perform employment law rights or obligations.

If you have accepted an offer of work from us that is subject to a criminal record check, we will ask you to obtain a disclosure check (at the appropriate level) from the Disclosure and Barring Service, and provide us with a copy of this.

7. Data necessary for the contract

Sections 5 and 6 above identify personal information that we may need to enter a contract with you. You are not obliged to provide this information, but if you don't provide it, we may not be able to proceed with the recruitment process or enter into the contract.

8. Statutory requirement to provide your personal information

In some circumstances, the provision of your personal information relates to a statutory requirement. This includes:
•    Documentation confirming your right to work in the UK – you are not obliged to provide this information, but if you don't provide it, we will not be able to enter into a contract with you.

9. Sharing your personal information with third parties

We may share your personal information with the following third parties if this is required by law; necessary to enter a contract with you; where there is another legitimate interest in doing so; or where it is necessary to protect your vital interests or those of another person:

•    Health professionals and occupational health providers involved in your care, in order to consider reasonable adjustments to the recruitment process for disabled applicants.
•    Relevant regulators such as The Association of Chartered Certified Accountants, the Law Society of England and Wales and the Solicitors Regulation Authority.
•    Our professional advisors.
•    Other third parties as necessary to comply with the law. 

10. Automated decision-making

We do not envisage taking any decisions about you based solely on automated processing (i.e. without human involvement), which have a legal or similarly significant effect on you. 

11. Transferring your personal information outside of the UK

Some of our external third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.

Whenever we do this, to ensure that your personal data is treated by those third parties securely and in a way that is consistent with UK data protection law, we require such third parties to agree to put in place safeguards, such as Standard Contractual Clauses or equivalent measures.

12. Data retention

If you don't start work with us following the recruitment process, we will retain your personal information for six months thereafter:
•    to allow us to establish, exercise or defend legal claims; and
•    for our legitimate interests – to enable us to reconsider your application and (if appropriate) contact you, if the position you applied for becomes available again.

If you ask us to retain your personal information so that we can contact you to discuss future work opportunities, we will write to you separately, to obtain your explicit consent to retain your personal information for a fixed period of two years on that basis.

If you start work with us following the recruitment process, we will give you a copy of our Staff Privacy Notice, and will retain your personal information as detailed in the Staff Privacy Notice.

Your rights as a data subject

As a data subject, you have the following rights in relation to your personal data processed by us: 

• To gain access to your personal data; 

• To rectify inaccuracies or where appropriate, given the purposes for which your data is processed, the right to have incomplete data completed;

• To have your personal data erased. This is a limited right which applies, among other circumstances, when the data is no longer required, consent has been withdrawn and/or the processing has no legal justification. There are also exceptions to this right, such as when the processing is required by law or in the public interest;

• To object to the processing of your personal data for marketing purposes.  You may also object when the processing is based on the public interest or other legitimate interests, unless we have compelling legitimate grounds to continue with the processing.
 

• To restrict the processing of your personal data. This is a limited right which will apply in specific circumstances and for a limited period.

• To obtain a copy of your data in a commonly used electronic form if the data is processed by automated means and the processing is based on your consent or contractual necessity.

• To not have decisions with legal or similar effects made solely using automated processing, unless certain exceptions apply.  

Where we are relying on your consent to process your data, you may withdraw your consent at any time. Your requests will be considered at the latest within one month

If you require more information or have any queries, please contact our Data Protection Officer at: dpo@arden.ac.uk

If we are unable to adequately address any concerns you may have about the way in which we use your data, you have the right to lodge a formal complaint with the UK Information Commissioner's Office.  Full details may be accessed on the complaints section of the ICO's website 

 

Arden University ("we", "our", "us") are committed to protecting and respecting your privacy.

This privacy notice applies to former employees of Arden University.

It is important that you read this privacy notice or any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you. This is so that you are fully aware of how and why we are using your data. 

Information we collect

Arden University does not collect personal data from former employees after they have left our employment, but it may hold the information that was collected before and during the employment relationship, including:    

• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses. 

• Date of birth 

• Gender

• Marital status and dependants

• Next of kin and emergency contact information

• National insurance number

• Copy of identification (Passport/driving licence)

• Bank account details, payroll records and tax status information

• Salary, annual leave, pension and benefits information

• Start date 

• Location of employment or workplace 

• Recruitment information (including copies of right to work documentation, references and  other information included in a CV or cover letter or as part of the application process) 

• Employment records (including job titles, work history, working hours, training records and professional memberships) 

• Compensation history 

• Performance information 

• Disciplinary and grievance information 

• CCTV footage and other information obtained through electronic means such as swipecard records 

• Information about your use of our information and communications systems

• Photographs 

Our lawful basis for processing

The lawful bases for processing personal data will be:

Article 6(1) (b) Contract 
Article 6(1) (c) Legal obligation 
Article 6(1) (f) Legitimate interest

How we process your information 

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances: 

1. Where we need to perform the obligations in a contract we have entered into with you, such as the employment contract, or a settlement agreement. Some of the contractual obligations in these contracts continue after your employment has terminated, such as the duty to observe confidentiality. 

2. Where we need to comply with a legal obligation. 

We may also use your personal information in the following situations, which are likely to be rare: 

1. Where we need to protect your vital interests (or someone else’s vital interests). Article 6(d).

2. Where it is needed in the public interest. Article 6(1)(e).

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. 

We may process your data for the following purposes: 

• Paying you and deducting tax and National Insurance contributions and other lawful deductions.

• Providing you with any employee related benefits to which you are entitled after the termination of your employment.

• To reimburse you for expenses incurred in the course of your employment. 

• Liaising with your pension provider and the trustees/administrators of pension schemes. 

• Administering any contract we have entered into with you. 

• Business management and planning, including accounting and auditing.

• Gathering evidence for possible grievance or disciplinary hearings. 

• Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work. 

• To prevent and detect fraud.

• To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution. 

• To conduct data analytics studies (such as the staff survey) to review and better understand employee retention and attrition rates. 

• Equality and diversity monitoring 

• Publicising our activities (e.g., group photos of events, site visits, etc.). 

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information. 

 How we process “special categories” of more sensitive personal information 

We may also store and use the following “special categories” of more sensitive personal information that we have collected from you: 

• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.

• Trade union membership. 

• Information about your health, including any medical condition, health and sickness records. 

• Biometric data. 

• Information about criminal convictions and offences.  

These “special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for storing and using this type of personal information. Our data protection policy contains details of the safeguards which we are required by law to maintain when processing such data.  

We may process special categories of personal information in the following circumstances: 

1. Where we need to carry out our legal obligations or exercise rights in connection with employment.  

2. Where it is needed in the public interest: for example, we will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equality and diversity monitoring and reporting. Where possible, we would seek to anonymise this data. 

3. In limited circumstances, with your explicit written consent. However, we do not need your consent to use special categories of your personal information to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. 

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public. 

Who is the information shared with 

We may share your data with third parties, including third-party service providers, Government departments and agencies.  

We require third parties to respect the security of your data and to treat it in accordance with the law. 

We may transfer your personal information outside the UK. If we do, you can expect a similar degree of protection in respect of your personal information.  

Arden University shares your data with: 

• Occupational Pension Scheme Trustees and Administrators. 

• Occupational Health providers screening   

• Trade Unions of which you are a member 

Retention 

Arden University will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected. 

Arden University has a records retention schedule that outlines how long we will retain information.

To determine the appropriate retention period for personal data collected as part of your employment, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. 

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee we will retain and securely destroy your personal information after the following periods

• 12 months from date of leaving for employees; except

• Payroll, tax and NIC records which must be retained required for 6 years. This is a legal requirement. 
However, these periods only apply to your employment records and not for example to images and materials created and use for marketing and communication purposes (e.g. group photographs taken at away days etc.)

Your rights

As a data subject, you have the following rights in relation to your personal data processed by us: 

• To gain access to your personal data; 

• To rectify inaccuracies or where appropriate, given the purposes for which your data is processed, the right to have incomplete data completed;

• To have your personal data erased. This is a limited right which applies, among other circumstances, when the data is no longer required, consent has been withdrawn and/or the processing has no legal justification. There are also exceptions to this right, such as when the processing is required by law or in the public interest;

• To object to the processing of your personal data for marketing purposes.  You may also object when the processing is based on the public interest or other legitimate interests, unless we have compelling legitimate grounds to continue with the processing.
 

• To restrict the processing of your personal data. This is a limited right which will apply in specific circumstances and for a limited period.

• To obtain a copy of your data in a commonly used electronic form if the data is processed by automated means and the processing is based on your consent or contractual necessity.

• To not have decisions with legal or similar effects made solely using automated processing, unless certain exceptions apply.  

Where we are relying on your consent to process your data, you may withdraw your consent at any time. Your requests will be considered at the latest within one month.

For more information on your rights, if you wish to exercise any right or for any queries you may have or if you wish to make a complaint, please contact our Data Protection Officer at: dpo@arden.ac.uk

Changes to our privacy Policy

Any changes we make to this privacy notice in the future will be posted on this page and, where appropriate, notified to you by email.

Who regulates the use of my personal information?

Arden University maintains a data protection registration with the Information Commissioner's Office, the independent authority which oversees compliance with the Data Protection Legislation. Arden University’s registration number is Z1452503. Please visit the Information Commissioner’s Office website for details.

Who do I contact with questions?

The data controller for the purposes of the General Data Protection Regulation is Arden University. If you have any questions or concerns about how your personal data is used, please email Arden University Data Protection Officer at: dpo@arden.ac.uk

If we are unable to adequately address any concerns you may have about the way in which we use your data, you have the right to lodge a formal complaint with the UK Information Commissioner's Office. Full details may be accessed on the complaints section of the ICO's website 

 

Purpose of this Privacy Notice

This Privacy Notice explains how we, Arden University, use the personal data we collect from you when you register to attend an event with Arden University.

We are the data controller for personal data relating to you and this Privacy Notice explains how we will process your personal data. This Privacy Notice will be kept under review and any changes will be updated on our website and communicated to you as appropriate.

What personal information do we collect?

The following categories of information may be processed by Arden University.

• Name
• Address
• Telephone number
• Email address
• Dietary requirements (collected with explicit consent)
• Disability information (collected with explicit consent for the purpose of accessibility to the event)

Purposes of processing

We only process data for specified purposes and if it is justified in accordance with data protection law. In general terms, we process your personal data for the purposes of hosting an event. More specifically, these activities may include:

Purpose	Lawful basis
To correspond with you regarding the event	Performance of a contract
Delivery of an event	Performance of a contract
Filming, photographing, or recording events and publishing content on our website or social media	(a) Consent (b) Legitimate interests (promoting Arden University events)
Feedback surveys	Legitimate interests (improving the quality of our events)
Marketing future events	Consent
To fulfil our responsibilities under legislation	Legal obligation

 

Who do we share your personal data with?

Your personal data is shared as permitted or required by law. This may include sharing data our service providers including providers of event venues, caterers, and other support services.

How long is my information kept?

We store your personal data for the duration of the event and for an additional five years thereafter.

How are we protecting your personal data?

Your personal data is held on Arden University’s secure systems. If your information is processed outside the UK, we will ensure that it is protected to the same standards as if it were being processed within the UK by putting in place a contract that provides adequate safeguards.

We ensure we have appropriate data sharing agreements in place before sharing your personal data.

Your rights as a data subject

As a data subject, you have the following rights in relation to your personal data processed by us:

• to gain access to your personal data;
• to rectify inaccuracies or where appropriate, given the purposes for which your data is processed, the right to have incomplete data completed;
• to have your personal data erased. This is a limited right which applies, among other circumstances, when the data is no longer required or the processing has no legal justification. There are also exceptions to this right, such as when the processing is required by law or in the public interest;
• to object to the processing of your personal data for marketing purposes;
• to object to the processing of your personal data when such processing is based on the public interest or other legitimate interests, unless we have compelling legitimate grounds to continue with the processing;
• to restrict the processing of your personal data. This is a limited right which will apply in specific circumstances and for a limited period; and
• to ask for the transfer of your data electronically to a third party.

Exercising your rights, queries and complaints

For more information on your rights, if you wish to exercise any right or for any queries you may have or if you wish to make a complaint, please contact our Data Protection Officer:

Data Protection Officer

Address: Arden House, Middlemarch Park, Coventry, England, CV3 4FJ

Email: dpo@arden.ac.uk

Complaints to the Information Commissioner

You have a right to complain to the Information Commissioner's Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website https://ico.org.uk/

Purpose of this Privacy Notice

This Privacy Notice explains how your personal data will be processed when you participate in research projects carried out by Arden University.

We are the data controller for personal data relating to you and this Privacy Notice explains how we will process your personal data. This Privacy Notice will be kept under review and any changes will be updated on our website and communicated to you as appropriate.

What personal information do we collect?

The following categories of information may be processed by Arden University.

• Name
• Address
• Telephone number
• Email address
• Gender
• Date of birth

For some research projects we may also process special category data relating to race, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data, sex life or sexual orientation. Special category data will be processed only where we have your explicit consent to do so.

All research projects are different, and the personal data collected will vary. Before you are asked to give your consent to participate in the project you will be provided with a Participant Information Sheet which states;

• what the research is for,
• why it is being conducted,
• who will benefit,
• how data will be stored and used,
• how anonymity will be assured,
• how and up to what point a participant can withdraw consent,
• a contact email address or telephone number at Arden University.

The lawful basis we rely upon for conducting research projects is consent. Consent shall be obtained by a signature on the Participant Information Sheet. You have the right to withdraw your consent up until the point the data is anonymised at the reporting stage. If you wish to withdraw your consent please contact dpo@arden.ac.uk.

Who do we share your personal data with?

Responsible supervisors may be given access to personal data used in a research project for monitoring purposes and to ensure that the research complies with applicable regulations.

How long is my information kept?

We store your personal data for the duration of the research. All data in the research report will be anonymised such that no individual may be identified, and the personal data collected as part of the research project will be erased at this point.

How are we protecting your personal data?

Your personal data is held on Arden University’s secure systems. If your information is processed outside the UK, we will ensure that it is protected to the same standards as if it were being processed within the UK by putting in place a contract that provides adequate safeguards.

We ensure we have appropriate data sharing agreements in place before sharing your personal data.

Your rights as a data subject

As a data subject, you have the following rights in relation to your personal data processed by us:

• to gain access to your personal data;
• to rectify inaccuracies or where appropriate, given the purposes for which your data is processed, the right to have incomplete data completed;
• to have your personal data erased. This is a limited right which applies, among other circumstances, when the data is no longer required or the processing has no legal justification. There are also exceptions to this right, such as when the processing is required by law or in the public interest;
• to object to the processing of your personal data for marketing purposes;
• to object to the processing of your personal data when such processing is based on the public interest or other legitimate interests, unless we have compelling legitimate grounds to continue with the processing;
• to restrict the processing of your personal data. This is a limited right which will apply in specific circumstances and for a limited period; and
• to ask for the transfer of your data electronically to a third party.

Exercising your rights, queries and complaints

For more information on your rights, if you wish to exercise any right or for any queries you may have or if you wish to make a complaint, please contact our Data Protection Officer:

Data Protection Officer

Address: Arden House, Middlemarch Park, Coventry, England, CV3 4FJ

Email: dpo@arden.ac.uk

Complaints to the Information Commissioner

You have a right to complain to the Information Commissioner's Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website https://ico.org.uk/

Purpose of this Privacy Notice

This Privacy Notice explains how we, Arden University, use the personal data we collect from our suppliers.

We are the data controller for personal data relating to you and this Privacy Notice explains how we will process your personal data. This Privacy Notice will be kept under review and any changes will be updated on our website and communicated to you as appropriate.

Who does this Privacy Notice cover?

This privacy notice covers Arden University suppliers, service providers, and contractors.

What personal information do we collect?

The following categories of information may be processed by Arden University.

• Name
• Business address
• Business telephone number
• Business email address
• Our due diligence which may include credit checks
• Passport/identity documents
• Our agreements or contracts with you
• Business bank account details
• Invoices

Purposes of processing

We only process data for specified purposes and if it is justified in accordance with data protection law. In general terms, we process your personal data for the purposes of supplier management. More specifically, these activities may include:

Purpose	Lawful basis
To register you as a supplier	Performance of a contract
Undertaking due diligence	(a) Legal obligation (b) Legitimate interests (to ensure that engaging with you does not cause risk to our business interests)
Ultimate Beneficial Owner checks to verify that the person with a 25% stake in the business is legitimate for Anti Money Laundering purposes	Legitimate interests (to ensure that engaging with you does not cause risk to our business interests)
Ordering services and the management of payments and charges	Performance of a contract
Managing our relationship with you including notifying you of changes to our terms	Performance of a contract
To fulfil our responsibilities under legislation	Legal obligation

Who do we share your personal data with?

Your personal data is shared as permitted or required by law. This may include sharing data with HM Revenue and Customs, and where necessary with auditors.

How long is my information kept?

We store your personal data for the duration of the contract and for an additional six years thereafter.

How are we protecting your personal data?

Your personal data is held on Arden University’s secure systems If your information is processed outside the UK, we will ensure that it is protected to the same standards as if it were being processed within the UK by putting in place a contract that provides adequate safeguards.

We ensure we have appropriate data sharing agreements in place before sharing your personal data.

Your rights as a data subject

As a data subject, you have the following rights in relation to your personal data processed by us:

• to gain access to your personal data;
• to rectify inaccuracies or where appropriate, given the purposes for which your data is processed, the right to have incomplete data completed;
• to have your personal data erased. This is a limited right which applies, among other circumstances, when the data is no longer required or the processing has no legal justification. There are also exceptions to this right, such as when the processing is required by law or in the public interest;
• to object to the processing of your personal data for marketing purposes;
• to object to the processing of your personal data when such processing is based on the public interest or other legitimate interests, unless we have compelling legitimate grounds to continue with the processing;
• to restrict the processing of your personal data. This is a limited right which will apply in specific circumstances and for a limited period; and
• to ask for the transfer of your data electronically to a third party.

Exercising your rights, queries and complaints

For more information on your rights, if you wish to exercise any right or for any queries you may have or if you wish to make a complaint, please contact our Data Protection Officer:

Data Protection Officer

Address: Arden House, Middlemarch Park, Coventry, England, CV3 4FJ

Email: dpo@arden.ac.uk

Complaints to the Information Commissioner

You have a right to complain to the Information Commissioner's Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website https://ico.org.uk/

Policy Name:	Privacy Policy
Policy Reference:	n/a
Approval Authority:	DGB
Last Approved:	23/6/2023
Version	v2.4
Responsible SMT Lead:	General Legal Counsel
Responsible Department:	Legal
Policy Contact:	Data Protection Officer
Review Frequency:	Annual

Arden University Postgraduate Taught Experience Survey (PTES) Privacy Notice

This privacy notice explains how we process your personal data when you complete the Postgraduate Taught Experience Survey (PTES).

Arden University are running the PTES survey in order to gain valuable feedback which the University can use to improve student experience for postgraduate students.

The lawful basis for processing your data under UK GDPR is consent. Participation in the survey is voluntary and you are under no obligation to participate.

The PTES survey is run by Arden University in partnership with Advance HE and through JISC Online Surveys services. The results will be treated confidentially, and data will be anonymised for analysis.

The anonymised survey results will be shared with JISC, and Advance HE who administer the survey in the UK for the purpose of national reporting.

Your individual response will be linked to your student record, so that we are able to combine additional demographic data. Your response data will be held securely and accessed only by the survey team. The data will be anonymised when results are reported to the wider University. Results will be presented only where there are sufficient responses to preserve anonymity, with five responses being the minimum required for any subgroup which is being reported on.
All data will be retained in line with the Arden University Records Retention Schedule, and all respondents have a right to withdraw their consent up to the point at which we anonymise the data at the end of the survey period.

Data held by Arden University will be stored in line with our privacy policy - https://arden.ac.uk/privacy-policy

If you have any questions about the survey or wish to withdraw your consent, please contact dataprotection@arden.ac.uk.