Fair Processing Notice

The University of South Wales is the data controller and is committed to protecting the rights of individuals in line with the Data Protection Act 1998 (DPA) and the new General Data Protection Regulation (GDPR).

The University collects the following personal information through the graduation process:

  • Contact details
  • Degree course completed
  • Special requirements
  • Your image

This information is collected for the following purpose:

  • Administration of the ceremony
  • Organising special requirements for attendees
  • To provide a commemorative graduation brochure
  • As part of the live broadcasting link available on the internet
  • Careers information is used to track development and provide tailored opportunities and advice

It is necessary for contact details and information relating to special requirements to be processed in order to administer the graduation event and this is necessary for the performance of a contract.

The University includes the names of each graduand and course completed in its commemorative brochure which is available on the day of the ceremony for the whole congregation. Similarly the name of all those graduating appears on merchandise.

The University has traditionally published this programme and produced merchandise as a commemoration of the day and a celebration of achievement for the individuals and it is considered that inclusion of the individual’s name on the brochure and merchandise enhances the graduation experience. No information on the award attained is included and it is not considered that the inclusion of names of graduands will result in any unwarranted harm or distress.

Brochures and merchandise are printed 4 weeks in advance of the ceremony; if you do not wish for details (name and course) to be included in brochures/merchandise please contact us using this form.

Having contemplated these factors, it is considered that this processing is necessary for the purposes of the legitimate interests pursued by the controller and this does not override the rights and freedoms of the individual.

Ceremonies are broadcast simultaneously on the internet to allow those not able to attend to view the proceedings.

The University appreciates that it is not possible for all family and friends to attend and by streaming the event on the University’s web it enables others to see the ceremony. Individuals are advised in communication relating to the event that the ceremony will be available online. It is considered that filming the ceremony enhances the experience and does not cause unwarranted harm or distress.

Having contemplated these factors, it is considered that this processing is necessary for the purposes of the legitimate interests pursued by the controller and this does not override the rights and freedoms of the individual.

The University seeks to support the development and progression of students and alumni and would like to share opportunities that can enhance employability and enable individuals to improve their prospects through the provision of periodic updates.  Information provided would solely be provided for the benefit of the individual such as information on ‘Career Fairs’, ‘Business Clinics’ and general support.  It is considered that the processing is necessary for the purposes of the legitimate interests pursued by the controller and this does not override the rights and freedoms of the individual.

Personal information will be processed by staff within the University of South Wales.

Ceremonies will be broadcast online and the University provides individuals with the opportunity to not be a part of any broadcast.

Personal data is held in accordance with our Retention Policy.

Individuals who are unhappy with the way in which their personal data has been processed may, in the first instance, contact the University’s Data Protection Officer using the contact details above. Where individuals remain dissatisfied then they have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:

Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF
www.ico.org.uk

The University of South Wales has a Data Protection Officer who can be contacted on dataprotection@southwales.ac.uk.

Individuals have the right to access, to object to the processing, to rectify, to erase, to restrict and to port personal information. Further information is available on the University Data Protection webpages in relation to individual rights.

Any requests or objections should be made in writing to the University Data Protection Officer:-

University Secretary’s Office,
University of South Wales
Pontypridd,
CF37 1DL 
Email: dataprotection@southwales.ac.uk

Data Protection legislation requires the University to keep personal information secure. This means that 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 information will be authorised to do so. Information held in electronic form will be subject to password and other security restrictions, while paper files will be stored in secure areas with controlled access.

Some processing may be undertaken on the University’s behalf by an organisation contracted for that purpose. Organisations processing personal data on the University’s behalf will be bound by an obligation to process personal data in accordance with Data Protection legislation