Processing activity
Processing activity | Legal basis |
For the administration of your studies, including arranging overseas trips (where applicable), administration of examinations and assessment of academic progress, the issue of results, graduation and certificates, developing timetabling, recording of academic and other relevant NTU achievements, and (where applicable) the provision of information to your employer or other sponsor/corporate sponsor about your attendance and performance on a course. We retain a permanent record of all awards at NTU | Contract |
To enable communication with students | Contract |
Provision of references | Contract/ Consent |
To enable all financial transactions to and from us, including payments, grants and benefits | Contract |
The administration of your student ID card (smart card) | Contract |
The administration of pastoral and support / welfare advice and guidance | Contract |
The administration of bursaries, scholarship and hardship funds | Contract |
The administration of advice in relation to Student Finance | Contract |
To facilitate our role as a Student Sponsor for UKVI immigration purposes | Contract |
To collect payment for study, accommodation and additional fees and for the collection of debt | Contract |
To assist in obtaining residential accommodation and administering matters relating to University-managed accommodation and accommodation managed by NTU partners | Consent/ Contract |
To carry out our contractual obligations with you which will include the operation and delivery of any services you have requested, deal with requests and enquiries | Contract |
For security, safety and disciplinary purposes (through the use of CCTV and information to support our student code of behaviour) | Contract |
When you access/use facilities provided by Student Support Services, the Library and NTU Sport | Contract |
Provision of IT and other facilities such as virtual learning environment (NOW) and for the development of new IT systems | Contract |
For the provision of Careers and Employability Services | Contract |
To enable management of complaints and appeals and to operate quality assurance and extenuating circumstances processes | Contract |
To support investigations into academic misconduct or investigations in non-academic misconduct and to protect NTU property | Contract |
To monitor use of networks to protect the security and integrity of NTU’s IT infrastructure | Contract/ Legitimate Interests |
To monitor your compliance of NTU processes and policies | Contract |
To ensure we meet our statutory obligations, including those related to diversity and equal opportunity | Legal Obligation |
To ensure compliance with legislation (e.g. the Prevent Duty under the Counter Terrorism & Security Act 2015) | Legal Obligation |
To allow us to complete statutory and regulatory data returns for HESA and (where required). | Legal Obligation |
To enable NTU to make reasonable adjustments for disabilities and provide the relevant support to students | Legal Obligation |
To manage health and safety at NTU including medical referrals and statutory reporting | Legal Obligation |
To contact your trusted contact in matters of health, vital interests or an emergency situation | Consent/ Legitimate Interests |
Monitor, through analytics, engagement to identify opportunities for support for students where engagement appears low or for those with student visas to monitor and report engagement | Legal Obligation /Contract/ Legitimate Interests |
Provision of relevant council tax authority with regard to registered place of interest – for Council Tax Registration purposes | Consent |
To supply electoral role registration information to the local council | Legal Obligation |
To maintain health and safety across the University, monitoring Test and Trace during global health situations through self-reporting | Legal Obligation /Legitimate Interests |
To maintain a register of vaccination status and specified required training of students working on placements in the NHS or Health Care sector | Legal Obligation |
To notify you about changes to our services or to provide you with information about services or products at the University which may be of interest to you. This will include disclosing personal data to the Students’ Union, employability services, accommodation providers, student health providers and other third parties, such as appointed service providers, from time to time | Legitimate Interests |
To improve the services we offer as a higher education institution | Legitimate Interests |
Call contents and voice when making calls to helpdesks. Content may be recorded for training and monitoring purposes | Legitimate Interests |
To ensure that content from our website/intranet is presented in the most effective manner for you and your computer/device by gathering aggregate information about our users, using it to analyse the effectiveness and efficiency of communications | Legitimate Interests |
To provide management statistics through research using student data which may be used by us to enhance the student experience at NTU and enhance our service provision | Legitimate Interests |
The recording of lectures and presentations for later access as part of our learning resource | Legitimate Interests |
To carry out internal research for non-academic purposes which may include monitoring performance and quality at an institutional level where there is no direct impact on data subjects | Legitimate Interests |
Anonymised data may be used to inform research and as evidence for quality enhancement. This may be shared with NTU staff and students or in publicly shared research. | Legitimate Interest |
Management information, reporting and service improvement: Activities which are part of our public task of delivering qualifications and apprenticeship programmes: Improving student experiences and the quality and delivery of teaching and learning and our other services. This includes identifying curriculum needs, and carrying out academic research and scholarship, market research, and engaging students in quality enhancement activities. | Public Task |
To carry out teaching and learning surveys to support teaching, learning, assessment and support. This may include data matching from other NTU system (data which may not be identifiable and would not include special category data) | Legitimate Interests |
For the purposes of obtaining professional accreditation such as Athena Swan | Legitimate Interests |
For the purposes of obtaining professional accreditation for regulated courses such as GMC | Legitimate Interests |
To enable communication with students (using personal email address) about graduation. Following graduation to provide you with information about our Alumni services | Contract / Legitimate Interests |
For the purposes of carrying out competitions or making awards and giving prizes to students | Legitimate Interests |
To provide tailored advertising and marketing information to you or to permit trusted selected partner or third parties to provide you with information about goods or services we feel may be of interest to you, where the ‘legitimate interest’ condition for processing does not apply | Consent |
Taking and using Photographs of classroom situations or general activity in common areas of NTU as part of general marketing materials, for example in our annual report, prospectus or course materials | Legitimate Interests |
Where you have agreed for the purpose of consulting, informing and gauging your opinion about our products and services, for example; surveys you may be contacted and asked to complete surveys about the services provided by NTU | Legitimate Interests |
Progressive profiling – we may use your personal information to better personalise communications to you | Legitimate Interests |
Analysing web behaviour – we may use your personal information to recognise web visitors on and off our Digital Services to improve experiences, analyse marketing activities, understand audiences, and personalise content for our Digital Services, applications and advertising | Legitimate Interests |