Privacy Notice

We will process students’, applicants’ and freelance workers’ data for the purposes of providing support (both academic and otherwise). This may relate to our duties under the Equality Act (2010), or in relation to counselling or other advice and support.

Students, applicants and freelance workers giving data have consented to providing it to us.

If Inclusive Support or Student Mental Health and Wellbeing Support ask you for sensitive data such as racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, data concerning health or sexual life, genetic/biometric data or criminal records, we will use these data because:

• Explicit consent has been given to do so.
• we need to use this data to protect students or others from the risk of harm where consent can’t be given.
• we need to use this data for legal purposes.
• We need to use this data to assess, diagnose, administrate and offer services for student health and wellbeing services.
• We need to use this data for public health where there is public interest such as infection control and ensuring high standards of medical care or delivery.
• We need to use this data for scientific or research purposes.

• Disability (including mental health, long term health conditions and specific learning difficulties such as dyslexia).
• Information students provided at point of referral to one of our services.
• Records of interactions with us.
• Information about qualifications, work experience, professional body membership, criminal records, personal details and bank account information of freelance workers.

We may share data where there is a legal, contractual or regulatory requirement to do so or in order to provide support. Where relevant  this may be with organisations such as:

• Student Loans Company
• NHS Business Services Authority
• Department of Education (DfE)
• Disabled Students' Allowances Needs Assessment Centres
• Non Medical Help providers registered with Department of Education (DfE)
• GP Surgery and external Mental Health Services
• Social Services
• The Higher Education Statistics Agency (HESA)
• Freelance Dyslexia/SpLD Assessors
• Department of Health Sciences, University of York
• Providers of software programmes you are using
• Internal University Faculties and Directorates.

If you receive medical services abroad, or if you travel to another country as part of your course, such as for a placement, field trip or year abroad, then it may be necessary to share information with relevant people as a part of meeting your needs. These people may be academic or professional/medical support staff.  Data you have provided to the Counselling Service will not be transferred outside the UK.

• The right to be informed
• The right of access to your data
• The right to correct data if it is wrong
• The right to ask for your data to be deleted
• The right to restrict use of the data we hold
• The right to data portability
• The right to object to the university using your data
• Rights in relation to using your data automated decision making and profiling.

We source data directly from:

• students, applicants and freelance workers
• other University Departments, Faculties & Directorates
• services external to the University supporting your health and wellbeing.

We would be unable to provide you with the requested service.

We may not be able to make certain reasonable adjustments under the Equality Act (2010) for disabled students.

Freelance workers will not be able to undertake any work for us until the requested data has been provided. 

Not in relation to our services.

Students’ data will be kept securely until 6 years after the end of their final academic year. Data from applicants who do not take up their places will be kept securely until 6 months after the start of the academic year to which they applied.

Freelance workers’ data is kept securely for one year after their work for us has finished. Data from unsuccessful applicants for freelance roles is kept for 6 months after application. 

Emails will be kept for no longer than 6 years after the academic year in which they were received. 

Consent can be withdrawn by contacting us.

However, by withdrawing your consent, we may not be able to provide certain services as we need to maintain records as part of delivering an ethical service. 

Freelance workers may not be able to continue with their roles after withdrawing consent. 

You can contact the Information Management team.

Postal address:
UK GDPR Queries, Information Management Team, IT Services
Room 2.12, Gibbs Building
Headington Campus
Gipsy Lane, Oxford OX3 0BP

Email: info.sec@brookes.ac.uk

Tel: 01865 485420