As a data controller, Leeds Arts University is required under the General Data Protection Regulation (Article 30) and Data Protection Act 2018 (Section 61) to maintain a Record of Processing Activities. This Record details the personal data that the University is processing, how the University is processing that personal data, and the reason for the processing. Please see below for Leeds Arts University's Record of Processing Activities.
Data Controller:
Leeds Arts University
Blenheim Walk, Leeds, LS2 9AQ
Designated Data Controllers:
Pro-Vice-Chancellor Assurance and Director of Finance
Head of Human Resources
Pro-Vice-Chancellor Student Experience and Resources
Data Protection Officer:
Compliance Officer
foi@leeds-art.ac.uk
ICO Registration Number: Z7073546
Date Registered: 17 September 2002
Date due to Expire: 16 September 2020
Leeds Arts University is a public authority as determined by the Freedom of Information Act 2000.
Leeds Arts University processes large volumes of data. Our data processing activities take place across IT Services; Finance; Human Resources; Marketing; Academic Registry; Internationalisation; Student Support; Estates; Widening Participation; and Legal and Compliance teams.
This Record of Processing Activity details the categories of data subjects and personal data that we process, as well as the purpose for processing and any recipients of personal data as a result of that processing. For further information, please refer to the spreadsheet attached in Schedule 1.
Categories of Data Subjects
Leeds Arts University processes the personal data of:
- Students
- Staff
- Prospective staff
- Unsuccessful applicants (staff)
- Unsuccessful applicants (students)
- Volunteers
- Ex-staff
- Prospective students
- Alumni
- External Third Parties
- Donors (objects)
- Donors (financial)
- Exchange students (incoming)
- Visitors
- Parents, guardians and carers of students
- Contractors
- Industry/Business contacts
- Accommodation Providers
- Complainants and enquirers
- Suppliers (e.g. goods and services)
Categories of Personal Data
Categories of personal data processed by Leeds Arts University are:
- Biographical and family details
- Contact information
- Next of Kin and Emergency contact information
- Survey/feedback information
- Student record and academic data
- Employment record and data
- Financial details
- Contract record information - including external third parties
- Misconduct, Disciplinary and Grievances investigations and outcomes
- Qualifications and Professional Memberships information
- Consent record information
- Health and Disability data
- Criminal conviction information (offences and alleged offences)
- Equality information
- Vetting checks
Purpose for Processing
Leeds Arts University processes personal data for the purposes of:
- Providing education and support to our students
- Administration of our staff contracts, and staff support management
- Safeguarding the health and safety of our staff, students and external third parties
- Financial purposes
- Data security and integrity management
- Statutory returns and other legal obligations
- Marketing
- Alumni engagement management
- Event promotion management
- Fundraising and donation management
- The prevention and detection of crime
- Students’ Union
- Contractor management
- Procurement
- Management and administration of our research programme
Recipients of personal data
In some instances, it is necessary or required to share some of the personal data we process with third parties. Leeds Arts University complies with the General Data Protection Regulation and the Data Protection Act 2018 when carrying out its processing activities, including the circumstances under which personal data is shared.
The categories of recipients for personal data are:
- Suppliers and Service Providers
- Travel Agents
- New and previous employers
- Regulatory bodies including Office for Students and HESA
- UCAS
- Third party statistical agencies including Unistats
- Governmental bodies including UKV&I, ESFA and DSA
- Local Councils
- SLC
- Awarding Bodies
- Work Experience Providers
- Other third party agencies, including Go Higher West Yorkshire
- Accommodation Providers
- Student Support – Providers
- Parents, Guardians and Carers
- Auditors
- Police services
- Students’ Union
- Legal representatives
- International agents
- Research Councils
Transfers of Data to a Third Country
Leeds Arts University has relationships with institutions and agencies outside of the UK which encourage and facilitate international learning. Where we transfer personal data outside of the UK as part of these relationships, we have contracts in place to explicitly govern this processing.
Time Limits
Leeds Arts University retains personal data in line with its Records Retention Schedule, which forms part of its Records Management Policy.
Schedule 1 - Leeds Arts University Record of Processing Activity