Data Protection Information

The Advice, Information and Money Service Privacy Statement

Introduction

The Advice, Information and Money Service is based within Student Support and Services at Aberystwyth University. We are committed to protecting your privacy through compliance with the General Data Protection Regulation (GDPR), the Data Protection Act, other related legislation and best practice.

This page is your guide to how we record, safeguard and use the information we hold on you. If you have any queries, please contact student-support@aber.ac.uk or 01970 621761/622087.

For further information on the University’s Data Protection Policy and guidance, together with the contact details of the University’s Data Protection and Copyright Manager, please see the link below:

https://www.aber.ac.uk/en/infocompliance/dp/

What information do we collect about you?

The personal information we will collect will include name, date of birth, contact details (including email address and mobile number) and we will also have access to your student record, attendance monitoring record and to certain information contained in records of contact with your personal tutor.

The information we collect might also include bank account details, tenancy agreement, or other information about your personal circumstances such as your financial status or disclosures of your mental health. Some of this information may fall within the ‘special categories’ as defined by the GDPR.  This information may be provided direct by you when you use our services.

How do we collect your information?

We have access to student names, degree scheme, modules, exam results, date of birth, emergency and GP contact details and personal contact details via the University’s student records system (AStRA).  In addition, we may collect these details from information you give us direct when you use or register for our services.

We also have access to information stored on the Higher Education Portal Service (HEP Service) which relates to your Student Finance information.

We may also collect information about your financial circumstances during an application to the Student Hardship Fund. This would be on a Hardship Application form and relevant supporting evidence. The collection of this information through supporting evidence may result in non-sensitive incidental data relating third parties

We may also receive information about you from third parties, for example from a friend, relative or member of University staff or external agency (such as the police, social services or your funding body) who may be concerned about you, or who may be trying to get in touch with you, or who may be delivering a service or support to you.

How will your information be used?

We will use your personal information:

  • to provide you with any services/support you have requested;
  • for administration purposes;
  • To assess a financial award based upon financial hardship
  • to manage any perceived personal risk to yourself or others
  • to facilitate compliance with statutory duties such as the Prevent

We may also analyse the personal information we collect to create a profile of our service users so that we can develop our services in the most appropriate way and with the most relevant information.

Further details about data sharing are given below, including how information is stored and the systems we use to store it.  Information may be stored both in paper format (e.g. Hardship Fund applications) or stored electronically using Maximizer Software and/or Sharepoint depending on the type of service/support you access.

How long do we retain your information?

We retain data in line with the JISC model retention scheme.  Such data includes for example, financial data, tenancy agreements and records of our contact with you.

When would we disclose your information to outside parties? 

Where appropriate we may pass on your information, securely, to external service providers as outlined previously or service partners. We always make sure there are appropriate controls in place first; the service provider will never use your data for any additional purposes and will securely destroy data after it has been used. Some examples of this include providing information to the police or mental health services where there is a perceived and significant risk to your health and safety or to the health and safety of others, or if required by law (for example, to government bodies and law enforcement agencies) or if we have your permission to do so.

Transfers to Third Party Countries outside the European Union/European Economic Area (EU/EEA)

In order to achieve the purpose for which we are processing your data, we may need to share your data with organisations outside the EU/EEA for example The Peter Hancock Scholarship. In these circumstances the University will ensure that appropriate safeguards are in place.  In most cases, transfers will be necessary for the performance of the contract between the student and the University and/or will be undertaken with the consent of the student.

Information we may receive from outside parties 

For the purposes of providing you with support and for compliance with our statutory duties we may receive information about you from the following:

  • Statutory bodies, such as police, social services
  • The Student Loans Company

This information will be for specific and relevant purposes and kept securely in a format which ensures against unlawful or unauthorised processing and against loss, destruction or damage.

Automated decision-making, including profiling

The Advice, Information and Money Service may undertake automated decision making in only a limited number of circumstances, those usually relating to assessment of eligibility for statutory funding or suitability for financial assistance and in the area of learning analytics. 

Your consent

By providing us with your personal data, you consent to the collection and use of this information in accordance with the purposes described above and this privacy statement. Particularly sensitive information is available only to senior staff within the department who have been granted specific permission to access the information.

Your rights to your information

All data collected through The Advice, Information and Money Service is stored and processed securely in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act. You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. You can request a copy of your information from student-support@aber.ac.uk. You will be asked to formally prove your ID before your data can be released/removed.  Other data subject rights are detailed here: https://www.aber.ac.uk/en/infocompliance/policies/dp/data-subject-rights/

How do we keep your information secure?

Data protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only members of staff who need access to relevant parts or all of your information will have authorised access. Information about you in electronic form will be subject to password and other security restrictions, and paper files will be stored in secure areas with controlled access.

Website Links

Our website may include links to websites run by other organisations. The Advice, Information and Money Service is not responsible for the privacy practices of these other websites so you should read their privacy policies carefully.

Social media platforms

We sometimes use social media accounts to engage with students and to distribute University messages and materials. We do not store information about you on social media, other than data you yourself may have posted. The following accounts are officially associated with Student Support Services:

Facebook page - https://www.facebook.com/Aberunistudentsupport

Changes to our statement

We may change the terms of this statement. If we do so, we will post the changes here so please check from time to time. By continuing to use our services, you will be deemed to have accepted such changes.