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Student handbook

Student Personal Information Sharing Agreement

The University has a data sharing agreement in place with Loughborough Students' Union whereby information is released to the Union for its own administrative purposes:

Effective from 1 Sep 2004

1.) Introduction

The following agreement governs the provision of students personal information by Loughborough University (hereinafter referred to as “the University”) to Loughborough Students’ Union (hereinafter referred to as “the Union”) and the purposes for which that information may be used by the Union.

2.) Classes of information

The University will provide the Students’ Union with the following student information:

  • Registration Number
  • Full Name
  • Department
  • Programme and Part
  • Current module codes and description
  • Predicted Leave Date
  • Programme Level, Date of Birth
  • Gender
  • Nationality
  • Home Address
  • Term Address
  • University Email Address
  • Home Email Address
  • Mobile Telephone Number
  • Emergency Contacts Details
  • ID photograph (for discipline/door entry purposes)

3.) Information provision

Student information will be provided via a secure electronic transfer.  The transfer will ensure that the Students’ Union (inconcert with MSL Ltd) will hold the most up-to-date information and ensure that the details of any student who opts out of the data sharing agreement are removed without delay, unless said student has undertaken a financial transaction with the Students’ Union, in which case the Students’ Unions normal financial regulations regarding data will apply.

3.1. New Students - The University will provide the Students’ Union with details of all students, of all programme levels, who are to be commencing studies at the University prior to their arrival

3.2. Permanent Leavers - At the start May and of October the University will provide the Students’ Union with registration numbers of students who are expected to graduate, or, have permanently left the University since the previous update.

3.3. Data Accuracy - Any changes to the shared student data will be updated in the daily transfer of information.

4.) Purposes for Which the Information May be Used

The Union will use this information for the following purposes only, subject to the restrictions outlined in paragraph 6. here of:

4.1. The administration of Loughborough Students’ Union and its clubs and societies.

4.2. The marketing of services provided directly by Loughborough Students’ Union.

4.3. To conduct a survey, seeking feedback from students on the modules that they have taken each Semester.

5.) Overriding Conditions for the Use of Personal Data

With regard to the use of students’ personal data, the Union shall:

5.1. Ensure adequate security and prevent unauthorised access to students’ personal data (as detailed in paragraph 2. hereof).

5.2. Comply with the eight data protection principles as defined in the Data Protection Act 1998.

5.3.  Ensure that the confidentially of students (and any staff referenced in the module feedback survey) will be respected at all times.

6.) Restrictions on the Use of Information

6.1 The information provided by the University to the Union shall not be passed to any third party, without the express consent of the individual(s) concerned, except under the following conditions:

6.1.1. Where the Union has obtained the specific permission from the Academic Registrar on behalf of the University.

6.1.2. Where the information is released to MSL Ltd who operate and host the Union website. The Union shall ensure that MSL Ltd is contractually:

6.1.2.1. Prohibited from using the data for any other purpose.

6.1.2.2. Obliged to comply with the conditions in paragraph 5 hereof.

6.2. The information provided by the University to the Union shall not, without the express consent of the individual concerned, be used for the purpose of marketing services provided by organisations or individuals other than the Union . This shall not preclude the Union from including advertising or sponsorship material from third parties with mailings principally sent for the purpose of promoting Union services.

6.3. With regard to the use of students’ personal and University email addresses for the purposes of marketing, the Union shall ensure that:

6.3.1. The University’s IT Services department is given appropriate notification of bulk emails.

6.3.2. The University’s IT Services department receives a copy of all emails sent to students [other than those of a personal nature] to enable the University to monitor content.

6.3.3. Students are given an option in each mailing to opt out of future mailings.

6.4. With regard to the use of students’ postal addresses (home, term or other) for the purposes of marketing, the Union shall ensure that:

6.4.1. The University’s Academic Registrar receives a copy of all mailings sent to students [other than those of a personal nature] to enable the University to monitor content.

6.4.2. Information sent to students relates directly to the operational activities of the Union or to products and services provided by the Union which are of genuine benefit to students.

6.4.3. Information shall not be sent to students to market the products or services provided by organisations or individuals other than the Union. This shall not preclude the Union from including advertising or sponsorship material from third parties with mailings principally sent for the purpose of promoting Union services.

6.4.4. Students are given an option in each mailing to opt out of future mailings.

6.5. The Union shall ensure that emergency contacts are only be contacted in case of an emergency.

7.) Student Opt Out Rights

In addition to the opportunity for students to exercise opt out rights as detailed in 6.3.3. and 6.4.4 hereof, the following opt out procedures shall be in place:

7.1. A student can notify the Academic Registry that they object to their information being shared with the Students’ Union. Once this request has been processed by the Academic Registry the student’s data will no longer be included in the daily transfer of information.  (Students should be aware that this may restrict their access to the Union building and their involvement in clubs and societies).

7.2. Where a student has opted out after an initial transfer of data in which they were included the Students’ Union (and MSL Ltd) shall ensure that any data provided by the University and relating to those students are destroyed without delay.

7.3. The Union shall make suitable easy means for students to opt out of the use by the Union of all or any their data at any time. 

Updated: 25/08/2009