Data Protection
This Privacy Notice explains how your personal data is processed for graduation purposes.
This Privacy Notice should be read alongside the University of Chichester Privacy Standard available here: https://www.chi.ac.uk/about-us/policies-and-statements/data-protection
What information are you collecting?
We will collect your contact details, course details and award information from the University database.
Why are you collecting it and what are you doing with it?
The graduation team will use your course details and award information to arrange the graduation ceremonies, and check eligibility to attend. Your contact details will be used to invite you to graduation, send reminders and keep you informed. We may also use this information to contact you following graduation requesting feedback.
If you do not wish to receive these communications please contact graduation@chi.ac.uk
All eligible finalists, whether attending or not attending a graduation ceremony, will be able to consent to the following:
- Inclusion of their name and award title (but not classification) in the University's graduation programme
- Becoming members of the University’s Alumni Community
- Inclusion of their name on the Graduation hoodie
- To receive information about University of Chichester Students’ Union Graduation events
You will be able to opt in to any of the above by completing the relevant boxes before purchasing Graduation tickets on the William Northam website along with providing additional details requested if relevant. If you do not wish to attend your graduation ceremony in person, you can confirm your intent to graduate in absentia by emailing graduation@chi.ac.uk giving your full name and student number.
Additional data collected on the William Northam website will be used by the graduation team for the purpose of your graduation ceremonies and William Northam relating to your account and orders with them.
Who are you sharing my data with?
All eligible and provisionally eligible students will have their full names, student numbers, awards of study (but not classification) and ceremony details sent to William Northam via encrypted email. This process speeds up the booking process for academic dress and photography, ensuring that William Northam have the correct robe details for the award being given.
The lawful basis for this processing activity is the legitimate interests of both the University and students. This secure method is the optimal mechanism for passing information to William Northam, reducing the possibility of incorrect data being input, and a student(s) subsequently receiving the wrong ceremony tickets or academic dress.
To enable Graduation communications, the above data along with students email addresses will be transferred to a separate, secure communications system. This data will be manually deleted within 3 months after the graduation ceremonies have taken place.
The University photographer and Digital Content Producer will be present at the events and there will be clearly visible location notices in place. Any photographs or footage taken may appear in University printed publications, our website and social media for publicity and marketing.
By attending the Graduation ceremony, you and your guests understand that you may be photographed or filmed and your image used as described. If you do not wish to be photographed or filmed, please speak to a member of the Graduation team, the photographer or email graduation@chi.ac.uk
Your Rights
All finalists can find out more about how the University complies with data protection legislation, including your rights as a data subject using the link above.
As a data subject, you have rights when it comes to how we handle your personal data. These include the rights to:
- Withdraw consent to processing at any time by contacting us via the contact details given above.
- Request access to your personal data that we hold.
- Ask us to erase personal data if it is no longer necessary in relation to the purposes for which it was collected or processed or to rectify inaccurate data or to complete incomplete data.
- Prevent processing that is likely to cause distress to yourself or anyone else.
- Be notified of a data breach, which is likely to result in high risk to your rights and freedoms.
- In limited circumstances, receive or ask for your personal data to be transferred to a third party in a structured, commonly used and machine-readable format.
Right to object
Where we rely on the legitimate interest’s lawful basis to process your personal data, you have the right to object to this processing by emailing the Graduation Office at graduation@chi.ac.uk and stating the specific reasons for your objection to the processing of your data.
Who should you contact with any general queries relating to this privacy statement?
The University Graduation Team can be contacted via:
Email: graduation@chi.ac.uk
Who should you contact with any concerns about how your personal data is being processed?
The University’s Data Protection Officer can be contacted via:
Email: DPOfficer@chi.ac.uk or Telephone: 01243 816000
Who should I contact if I wish to make a complaint about how the University is processing my personal data?
You have the right to complain about the processing of your data to the UK regulator, the
Information Commissioner’s Office. For more information about this body, visit www.ico.org.uk or to report a concern, visit www.ico.org.uk/concerns
