Fair processing and privacy notice

NSS results dissemination portal – privacy notice

The General Data Protection Regulation (GDPR) requires that clear and transparent information is provided to individuals about the use(s) that will be made of their personal information:

“The principle of transparency requires that any information and communication relating to the processing of those personal data be easily accessible and easy to understand, and that clear and plain language be used.” (GDPR Recital 39)

To fulfil this obligation, we are employing a layered approach to privacy notices where a short overview is provided along with a more detailed privacy notice.

Privacy notice - overview

  • Your personal information will be used for the purposes of delivery of the NSS results dissemination portal.
  • The Data Controller of the personal information you submit will be Office for Students.
  • The legal basis for processing your personal information is that the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
  • It will be stored on secure servers within the UK
  • It will not be routinely shared with any other organisations
  • It will be retained for the duration of the contract or until access is no longer required then securely disposed of.
  • You have certain rights in relation to your personal information.
  • You may contact our Data Protection Officer (dp@officeforstudents.org.uk) with any queries or concerns you have about the use of your personal information.

Please see below for the more detailed privacy notice information.

Privacy notice

1. Introduction

The Office for Students (“OfS”) is the regulator of the higher education sector in England and has certain statutory functions set out in the Higher Education and Research Act 2017. You can find more information about OfS and the work that we do on our website:

https://www.officeforstudents.org.uk/

OfS is committed to protecting your personal information and being clear about what information we hold about you and how we use it. This privacy notice tells you what to expect when the OfS collects personal information.

OfS is registered as a data controller with the Information Commissioner’s Office (ICO). Our registration number is ZA309955 and you can check our entry details on the ICO’s website: https://ico.org.uk/about-the-ico/what-we-do/register-of-data-controllers/

The National Student Survey (NSS) results (dissemination) portal, is being managed by Texuna Technologies Ltd (Texuna), a service oriented technology solutions provider that delivers data collection, management, analysis, reporting and publication services. Texuna is registered under the terms of the Data Protection Act and has a legal obligation to ensure that confidentiality of your personal information is maintained.

The Office for Students (OfS) has commissioned the National Student Survey results portal on behalf of the Department for Economy, Northern Ireland (DfENI), Health Education England, the Higher Education Funding Council for Wales (HEFCW) and the Scottish Funding Council (SFC).

2. Data controller and Data Protection Officer (DPO)

OfS is the “data controller” of any personal information collected within scope of this privacy notice. Contact details for our DPO are as follows:

Data Protection Officer

Office for Students

Nicholson House

Lime Kiln Close

Bristol

BS34 8SR

Tel: 0117 931 7317

Email: dp@officeforstudents.org.uk

3. How we will use your information

We can only use your personal information where we have a specific purpose or purposes for doing so.

Any personal data, which exists or you submit via this site, will be used for the purposes of the NSS results (dissemination) portal service delivery only.

In particular, Texuna will use information supplied about you on the following basis:

  • Running the ongoing NSS results (dissemination) portal service and communication strategy.
  • Consultation, leading to the ongoing development of the NSS results (dissemination) portal.

Texuna will do their best to keep information about you accurate and up to date.

If the OfS wants to use your personal information for a reason other than those purposes set out above, we will tell you before we start that use and provide further information about the new purpose(s).

4. Legal basis for using your personal information

Under data protection legislation, we require a legal basis to be able to process your personal information for the purposes set out above.

In this case, the legal basis is:

  • Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

5. What personal information will we be processing?

The personal information we will be processing as part of delivery of this portal is set out below:

  • Contact details (Name, Address, Telephone number, Email address).
  • User name, log-in and password details, level of access to the dissemination portal.

6. How do we get your contact details?

Your organisation has provided Texuna with contact details for staff who require access to the dissemination portal. Each provider has nominated a ‘super-user’ with responsibility to ensure appropriate users have access to the NSS results dissemination portal.

7. Who we give your personal information to

Any information you provide will NOT be used for marketing, nor will Texuna sell or routinely pass on your information to any third party except where required to do so by law.

Texuna may, with your consent, forward queries where appropriate to the team running the NSS within the OfS for a response.

8. Where your personal information will be stored

Your personal information will be stored securely within the UK in London and will not be transferred outside that territory unless required by a court order.

9. How do we protect your personal information

Texuna will take every reasonable precaution to ensure your personal information is protected from loss, theft or misuse. It is kept secure and only those staff who are required to see it, have access to it.

Texuna’s Information Security Management System (ISMS), which conforms to the requirements of the standard ISO 27001, is certified by the British Standards Institution, and encompasses the NSS results portal project.

If you have any questions or require further information about Texuna’s privacy policy, compliance with data protection laws or information Texuna hold about you, please contact Texuna’s Information Security Management team. They can be contacted by email at: iso27k@texunatech.com.

10. Your rights over your personal information

Once your personal information has been collected, you have certain rights in relation to that personal information that may be exercised. You have the right to request:

  • A copy of your personal information;
  • Inaccurate personal information held about you is corrected;
  • Your personal information to be deleted;
  • Processing of your personal information is restricted;
  • A copy of your information in a format that allows easy transfer (“data portability”);
  • That you are not subject to automated decision making or profiling (if these take place).

All these rights have certain limitations depending on the request and the purpose for which we are holding your personal information. Further information can be found about these rights and our processes for handling such requests at: https://www.officeforstudents.org.uk/contact/how-to-request-information-from-us/how-to-make-a-request-to-access-your-personal-information/

11. How long we will hold your personal information

We are only able to retain a copy of your personal information as long as it is still needed for the purpose(s) for which it was collected. The personal information you have submitted will be kept for the duration of the contract between the OfS and Texuna or until Texuna is advised that access is no longer required.

After that point, your personal information will be confidentially and securely disposed of.

12. Use of cookies

Cookies are test files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to complete statistical reports on website activity. For further general information visit: www.aboutcookies.org or www.allaboutcookies.org. Furthermore, the NSS Results Portal does not store cookies.

13. Complaints about the use of your personal information

If you are unhappy with the way in which your personal information has been handled by OfS, please contact us at: dp@officeforstudents.org.uk and we will try to resolve your issue informally.

If we have are not able to resolve the issue to your satisfaction, you can also make a complaint to the data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO) and they can be contacted at:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 0303 123 1113

Email: casework@ico.org.uk

14. Changes to this notice

We keep our privacy notices under regular review and we will inform you of any changes to this notice by placing an update on the NSS results dissemination portal.

This privacy notice was last updated July 2018.