Education and Student Experience Division Confidentiality Statement
The University is committed to working with you to support your wellbeing. To do this effectively, we need to share limited information. This Statement explains how this operates.
What you can expect from all services
- The student-facing services are committed to treating you with dignity and respect which includes handling any information you provide to us sensitively.
- We work within the Student Agreement which all students sign up to at registration.
- All personal information is collected, stored and managed in accordance with the University's Student Fair Processing Notice, Data Protection Policy, and associated guidance. We comply fully with the requirements of the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. Further information can be provided by the University Secretary's Office. Records will be kept and stored securely, and only accessed by relevant staff when required.
- Information is available to colleagues within the same Service for the purpose of effectively providing support. Information may be passed between services, limited to what is relevant to set up support. Information may be stored on systems that are used by other services; however, access will be limited.
- We work with professionals outside the University such as NHS mental health teams and agencies involved in your support or funding. They have their own confidentiality policies. We only share relevant information with the sole purpose of supporting you and we will ordinarily inform you in advance unless we have significant welfare concerns. In some circumstances these external parties may contact you directly.
- We do not respond to requests for information from parents, guardians or other third parties (unless covered by Data Protection exemption e.g. from the Police). Such requests will be refused unless you have given explicit permission in advance.
- There may be circumstances where the law requires disclosure for the prevention and detection of terrorism or where non-disclosure is likely to prejudice the prevention or detection of crime.
- All University staff are obliged to report matters such as safeguarding concerns to the relevant senior member of staff responsible who may be obliged by law to report to external bodies such as the Police or Social Services.
- Staff may provide information as part of University processes such as Support to Study.
Managing significant welfare concerns and emergencies
- At registration, students can choose to 'opt-in' so that we can contact your nominated emergency contact in the event of a significant concern about your welfare. This is the Student Emergency Contact Procedure (PDF, 100kB). Regardless of whether you have opted-in, as part of the Student Agreement we can contact your emergency contact in the event of an emergency.
- If a member of staff takes the view that a student is at risk of harming themselves or others, they are obliged under their duty of care to override confidentiality. This may mean that we cannot discuss our intention to share information with you before doing so.
Working with you and your academic school/faculty
- Your academic school provides support related to your academic studies. It may be helpful to share relevant information with certain school staff including but not limited to a Senior Tutor, Personal Tutor, Student Administration Manager or School Disability Coordinator.
- The Student Wellbeing Service, Residential Life Service and Disability Services are the most likely to share information with your school.
- The information shared will be limited to the fact that we are working with you rather than sharing details about why. It can be helpful to share the likely impact of the wellbeing or health-related issue on your academic engagement and performance so that the school can take steps to support you as best they can. Where we think it would be helpful to share more information than the fact that we are working with you, we will discuss this with you and ordinarily agree in advance with you what to share.
- Disability Services routinely work with your School Disability Coordinator. They won't share information with your school without your permission.
- On Track is a meeting of staff from several of the student-facing services. It has two main purposes: to discuss students who are likely to benefit from support from more than one service, and to formally monitor the progress of students who are being supported through the Support to Study Policy and Procedure.
- It is chaired by a Divisional Director and staff from the following services usually attend: Disability Services, Residential Life Service, Student Counselling Service (including the Mental Health Advisory Service), Students' Health Service, Student Wellbeing Service.
- We will tell you if you are going to be discussed at an On Track meeting.
Specific requirements of individual services
- Careers Service: see the 'Confidentiality' section in their Privacy Statement and User Terms.
- Disability Services may need to share your information with other University staff and external bodies, in order to make ‘reasonable adjustments’ and to support you effectively. This is explained in more detail on their Disclosure and Confidentiality webpage. They participate in On Track meetings (see above).
- The Student Counselling Service is a confidential service that abides by the British Association for Counselling and Psychotherapy's Ethical Framework for the Counselling Professions
. It has its own Confidentiality and data protection (PDF, 218kB) policy that explains limitations to privacy and confidentiality. They participate in On Track meetings (see above). They may use your mobile number to confirm or remind you about your appointment by text message. You can withdraw your consent for this at your first session or by emailing student- email@example.com at any time.
- The Students' Health Service is an NHS service and follows separate guidelines relating to medical information and clinical records. All consultations are confidential. Information will not be given to University staff, parents or anyone else without your permission. However, information may be shared with other clinical and support staff involved in your care. They participate in On Track meetings (see above).
- Student Visas: see the 'About our Student Visa Advisers' section in their statement of service.
- Student Funding Office (SFO): the SFO may request supporting documentation from your school to support your application for financial assistance. The Confidentiality Statement on the application form will explain what information they need.
Published 4 August 2021. Last updated 16 March 2022.
This statement applies to the following services
- Accommodation Office
- Careers Service
- Disability Services
- Multifaith Chaplaincy
- Residential Life Service
- Student Counselling Service (including the Mental Health Advisory Service)
- Student Funding Office
- Students’ Health Service
- Student Inclusion Team
- Student Resolution Service
- Student Services
- Student Visa Services
- Student Wellbeing Service
- Wellbeing Access