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Data Protection

The UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (“Data Protection Legislation”) provides a framework to ensure that personal information is handled properly with regards to what data can be collected, how it is processed and to whom it can be disclosed.

The University is committed to the Data Protection Principles set out in the Data Protection Legislation and to ensuring that specific procedures, processes and mechanisms are in place, and reviewed periodically, so that these principles are complied with. The Principles make sure that personal information is:

  • processed lawfully, fairly and transparently;
  • processed for specified purposes only;
  • only processed where necessary and the amount minimised to what is relevant;
  • accurate;
  • retained for as long as there is a lawful basis for doing so and no longer;
  • processed securely at all times.

More details on the principles can be found at the Information Commissioner’s Office.

For further information on how the University manages and deals with your data please see The University’s Data Protection Policy (IM08)

Making a request for your personal information (Subject access request)

Data subjects have a number of rights under the data protection legislation, including the right to understand what data is being processed on them and to obtain a copy of that data, within reason. We recognise the right of individuals to access information held about them by the University.

To request to access your personal information you should complete this form or email the data protection team.

You can also submit a written request to:

Abigail Tomlinson
Data Protection Officer
Legal & Compliance Services
University of Hertfordshire
Hatfield
AL10 9AB

You will need to enclose/attach up to two forms of ID when you submit your request, this is to ensure that we are only sending information to the data subject or their representative and not to a third party.

The University aims to comply with all requests for access to personal information within the statutory 30-day limit unless there is good reason for delay. If there is a delay the University will let you know why and the expected timescale for response. The University reserves the right not to release any information where an exemption applies, and the 30-day deadline period will not commence until the University has received adequate information to identify the requester and is satisfied that the request is a genuine one made by or with the knowledge and consent of the Data Subject.

For further information on Data Subjects’ Rights please see Appendix II of The University’s Data Protection Policy (IM08)

Data Protection complaints

If you are not satisfied with how the University has handled your data, or with the way a data subject access rights request you have submitted has been processed, please contact us. Our full Data Protection Complaints procedure document should be read before submitting your complaint.

Governmental returns

The University of Hertfordshire will collect data from applicants and student which will be used for a number of government returns the University has a statutory obligation to make. These include:

  • The Higher Education Statistics Agency (HESA);
  • UK Visas and Immigration (UKVI);
  • Office for Students (OfS)

For more information about the information provided to HESA please visit: data protection and the HESA records.

The University of Hertfordshire may hold the following information about you:

  • account details so that you to login easily to different University systems;
  • basic contact details, such as: your name, email address, phone number and postal address so that you do not need to provide the information multiple times;
  • personal data, such as: date of birth, gender, ethnicity, etc. which we need to use to report to various government bodies;
  • course details, such as: your programme and modules, which systems need in order to deliver your course and provide appropriate resources
  • financial information, which we use to administer your registration and manage your fees and account.

Sharing information with third parties

The University of Hertfordshire may share the information we hold about you with:

  • systems hosted on campus in our secure data centres;
  • systems securely hosted by our suppliers and partners who deliver services on our behalf that support your education;
  • external agencies who receive your data in order to provide you with a service;
  • external agencies who we are legally obliged to provide your data to.

For a full list of third parties and use of your information, please see the Sharing Information with Third Parties document.