In order to protect the health and wellbeing of students, staff, and the wider community and to provide students with the necessary welfare and study support, the University processes the personal data relating to student Covid-19 testing and self-isolation. Please read the privacy information below – Part 1 comprises Durham University’s Generic Privacy Notice and Part 2 comprises privacy information specific to the processing of the personal data in respect of student Covid-19 testing and self-isolation.
Durham University’s responsibilities under data protection legislation include the duty to ensure that we provide individuals with information about how we process personal data. We do this in a number of ways, one of which is the publication of privacy notices. Our privacy notices comprise two parts – a generic part and a part tailored to the specific processing activity being undertaken.
The Data Controller is Durham University. If you would like more information about how the University uses your personal data, please see the University’s Information Governance webpages or contact E-mail: firstname.lastname@example.org
The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it. If you have any concerns regarding the way in which the University is processing your personal data, please contact:
Kristina Holt, Head of Information Governance and University DPO T E-mail: email@example.com
The University keeps personal data for as long as it is needed for the purpose for which it was originally collected. Most of these time periods are set out in the University Records Retention Schedule.
You have the right to be provided with information about how and why we process your personal data. We will only process data where we have a lawful reason to do so our main reasons are as follows:
As part of agreements between us, we will process personal data for
We carry out a number of tasks in the public interest including
We are a regulated body which means we are required to collect certain information including for
We will process data where it is in our legitimate interests to do so including
Where you have the choice to determine how your personal data will be used, we will ask you for consent.
In addition, we will provide you with a privacy notice in relation to specific uses of your data where this is appropriate. A privacy notice is a verbal or written statement that explains how we use personal data.
Whenever you give your consent for the processing of your personal data, you receive the right to withdraw that consent at any time.
Some of the information we collect is sensitive personal data (also known as special categories of data). In particular, we may process personal data that relates to your health (such as your medical information for example to help support you), and any criminal convictions and offences (for reasons of safeguarding). If we use sensitive personal data, we will usually do so on the legal basis that it is in the wider public interest, to establish, take or defend any legal action or, in some cases, that we have your permission (consent).
You have the right to be told whether we are processing your personal data and, if so, to be given a copy of it. This is known as the right of subject access.
You can find out more about this right on the University’s Subject Access Requests webpage. Right to rectification If you believe that personal data, we hold about you is inaccurate, please contact us and we will investigate. You can also request that we complete any incomplete data. Once we have determined what we are going to do, we will contact you to let you know.
You can ask us to erase your personal data in any of the following circumstances:
You can ask us to restrict the processing of your personal data in the following circumstances:
Once we have determined how we propose to restrict processing of the data, we will contact you to discuss and, where possible, agree this with you.
If you are unsatisfied with the way in which we process your personal data, we ask that you let us know so that we can try and put things right. If we are not able to resolve issues to your satisfaction, you can refer the matter to the Information Commissioner’s Office (ICO). The ICO can be contacted at:
Information Commissioner's Office, Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Telephone: +44 (0191) 303 123 1113
Website: Information Commissioner’s Office
This section of the Privacy Notice provides you with the privacy information that you need to know before you provide personal data to the University for the particular purpose(s) stated below.
Type(s) of personal data collected and held by the University and method of collection. The University already holds personal data about you for the purposes of employment, providing education and other services. This notice concerns information about
This information may be self-reported using the Covid-19 reporting form in Banner (for students) or submitted on your behalf by a trained member of University staff (for both students and staff).
We may link your Covid-19 testing and self-isolation data to other information available to us to ensure your data is processed accurately.
As this information is related to health it is special category data
The data will be used to:
We may need to inform others of your testing status such as staff, other students or third parties if it is necessary and proportionate to do so.
Special category of data reasons:
Public interest in the area of public health
Student data is held in core student administrative system (University’s student records system (Banner) and the virtual learning environment (duo). Access to each system is limited to approved University staff members.
Staff data is held in core human resource administrative system (Oracle HR, the virtual learning environment (duo) and in SharePoint
Student data is also held locally by academic departments, colleges and professional support services in email, network storage and paper files.
During the course of staff or student support, data may be shared with external agencies, for example for medical or counselling support. Staff and students will be asked for consent to share any data with an external agency if the purpose is to secure non-urgent but specialist student support.
The University may, in order to protect the vital interests of the student or another person, contact third parties, such as medical professionals or emergency contact, concerning the health of a student when it believes it is reasonable and/or in the best interests of the student to do so. The University will attempt to gain the prior consent from the student to do so but where consent cannot or will not be given it might act without consent.
The University may share your data with third party agencies, such as Public Health England and Durham County Council to satisfy any legal requirements or where there is a legitimate interest to do so, such as public health. Data would be shared to allow the University to receive external advice on infection control to protect the university community, and to support the identification, modelling and management of local and national outbreaks of infectious disease. Data would only be shared with third parties where necessary and the processing would only identify individuals if required.
Personal data is kept, deleted, or archived in accordance with the University Records Retention Schedule. Student Covid-19 testing and self-isolation information will be held as follows:
Health screening of a student for fitness to train and for course activities - End of relationship with the student + 6 years
When someone visits the Durham University website we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be transparent about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
We regularly review our privacy information to ensure that it remains accurate and current. We will review and update this privacy information whenever we plan to use personal data for any new purpose. Any changes to this privacy information will be communicated to you.
If you have any questions which you feel have not been covered by this Privacy Notice, please email us, or write to: Information Governance Unit email: firstname.lastname@example.org