Student Data Protection Statement - Annex

We collect and process your personal information, as specified below, for a number of purposes, including:

A. maintaining your personal details, including ensuring effective communications with you;

We retain personal information (provided by you or by the University of Cambridge, or created by us), including:

i) your current name and any previous names you have had;

ii) unique personal identifiers (e.g. student number, CRSID, date of birth, photograph);

iii) your current and previous contact details;

iv) next-of-kin or emergency contacts.

We will assume that you have obtained permission from your next-of-kin or emergency contact for us to hold their information for that purpose.

B. maintaining a formal record of your academic progress and achievements at the College, the University of Cambridge and elsewhere;

We retain personal information (provided by you or by the University of Cambridge, or created by us), including:

i) your application details, our assessment of your application and the details of any offer(s) of study we have made;

ii) records of your academic provision from the College (including supervisions, College examinations and other academic support);

iii) matriculation and graduation details and records of your academic qualifications (including those prior to becoming a member of the College);

iv) other details of your academic progress or achievements (e.g. College or University awards or prizes).

Where an award or prize is provided by an external sponsor, we will normally share details about you and your academic performance with them and publish your achievements in the St. Catharine’s College Society Magazine.

C. maintaining a formal record of your other engagements with and achievements at the College, the University of Cambridge and elsewhere;

We retain personal information (provided by you or by the University of Cambridge, or created by us), including:

i) records of your membership of College committees, the Junior Common Room (JCR), Middle Common Room (MCR) and College clubs and societies;

ii) awards, prizes and achievements in College or University-related activities (e.g music, arts, sports etc.).

D. maintaining a record, where appropriate, of any particular personal needs you require to be met in order to participate fully in College and University life (including any support needs that are, or have been, provided by the College or the University during your course of studies), as well as information about your general health and wellbeing;

We retain personal information (provided by you or by the University of Cambridge, or created by us), including:

i) details of any disability, illness, and any consequent learning support, social support or other support needs;

ii) details of any serious risks affecting you (e.g. severe allergies);

iii) arrangements agreed with you to manage your use of College and University facilities (e.g. computing services, sports facilities, libraries, accommodation, learning spaces), including any special requirements that may be linked to your health or religious beliefs;

iv) other information to support your health, safety and wellbeing.

We may also retain copies of statements from professional medical advisers, provided either by you or directly to us.

All personal information will be managed in line with our confidentiality policy. We recognise that much of the personal information outlined above is of a sensitive nature and requires a high level of discretion. Wherever possible, we will discuss and agree with you in advance with whom and when we share this information, but reserve the right to disclose information to others in matters relating to significant risks to your health and safety or the health and safety of others.

Please note that where you are referred to services not offered directly by the College (e.g. College counsellor, the University Counselling Service and the University’s Disability Resource Centre), these support services will have their own data protection statement (or privacy notice) and we advise you pay close attention to these.

E. maintaining financial records relating to your studies, your funding and other financial support arrangements;

We retain personal information (provided by you or by the University of Cambridge, or created by us), including:

i) records of your sources of funding support and tuition fee liabilities and, where relevant, records of your accommodation liabilities and other related charges (e.g. [kitchen fixed charge]), as well as what monies are to be, and have been, collected by the College on behalf of itself and the University;

ii) records of any financial support agreed by the University and/or the College (including Cambridge Bursaries, other studentships or awards, additional discretionary funding, benefits or waivers approved by the College);

iii) where you reside in accommodation owned or managed by the College, copies of any accommodation contract(s);

iv) where appropriate, your banking details in order to conduct financial transactions, and records of such transactions;

v) records of your College financial account, including balance and transactions;

vi) copies of any correspondence with you about any of the above matters.

F. provision of references to third parties;

In addition to the information above (and particularly your achievements in B and C above), we retain personal information (provided by you or created by us), including:

i) records of your advisers, including where relevant your Tutor, Director of Studies and other nominated College personnel who provided you with personal support.

G. maintaining a record of your behaviour and in particular where there has been concerns or complaints raised about you;

We retain personal information (provided by you or by others, or created by us), including:

i) details of any investigations undertaken by the College into your conduct or behaviour (e.g. disciplinary investigations, fitness to study investigations, complaints made against you);

ii) a record, including the final outcome, of any investigation of the University into your conduct or behaviour.

The College has several complaints procedures, relating to different matters, which you are expected to familiarise yourself with and, in all cases, personal information will be managed in line with our confidentiality policy. We recognise that investigations may include information or statements of either a sensitive or disputed nature, and that such records require a high level of confidentiality. Wherever possible, we will discuss and agree with you in advance with whom and when we share this information, but reserve the right to disclose information to others in matters relating to significant risks to your health and safety or the health and safety of others.

H. maintaining a record of any complaints you make to the College and their outcomes;

We retain personal information (provided by you or by others, or created by us), including:

i) details of any complaints you have made to the College and their outcomes, where these have been taken through the College complaints procedure.

I. maintaining data to enable the College and the University to produce statistics and research for internal and statutory reporting purposes.

It is difficult to provide a comprehensive list, but we retain personal information (provided by you), including:

i) information relating to “equal opportunities” (e.g. nationality, ethnicity, religious and other beliefs, gender, sexuality, age) in order to fulfil legal requirements of the College or the University;

ii) information relating to known relationships with other members (past or present) of the University of Cambridge or any of the Colleges;

iii) information relating to your rights to live, work and study in the United Kingdom;

iv) any criminal record that may affect your status as a student of the University or the College.

If you have concerns or queries about any of these purposes, please contact us (senior.tutor@caths.cam.ac.uk), or speak to the Bursar (data.protection@caths.cam.ac.uk).