Covid-19 Privacy Notice

Leeds Arts University may need to undertake additional processing of your personal data in relation to Covid-19, including testing and self-isolation. Leeds Arts University may be required to undertake this processing for the purposes of public interest, legitimate interest and/or legal obligation. Further details on this is available further down in this privacy notice.

This notice only relates to processing undertaken by Leeds Arts University. It does not cover processing undertaken by third parties.

Internal Processing within Leeds Arts University
We are asking students and staff to get in touch with internal notification teams if they have symptoms of Covid-19; have tested positive for Covid-19; or have come into contact with someone who has symptoms of, or who has tested positive for Covid-19.

This information will be processed to:

  • Support you and provide welfare and other support whenever it is needed to help you manage your health and wellbeing;
  • Support the health and wellbeing of our staff and students and to ensure that we continue to provide a safe and secure teaching and learning environment;
  • Support you in continuing with your studies and/or work.

More information and resources for staff and students who are required to self-isolate is available on eStudio for students and Portal for staff.

For students who have informed us that they have tested positive for Covid-19, or are self-isolating, we will:

  • Get in touch with you in the first instance, to ensure that you have everything you need to continue self-isolating, to get additional information about your symptoms and to complete an Internal Track and Trace form (including confirmation of your last attendance in the building and any close contacts you may have had);
  • Pass your details on to the Student Support team if we have any concerns about your welfare or wellbeing. A member of this team will then be in touch and offer appropriate support;
  • Inform your course team, so that they can continue to support your studies whilst you are in isolation where this is appropriate;
  • In some instances share information with Leeds Arts University accommodation providers, so that they can offer appropriate support to you.

If you notify us that you are struggling to source food, we will get in touch with you to discuss. In these cases, your address and phone number will be shared with a member of Leeds Arts University so that they can deliver an emergency food parcel should it be needed.

For staff who have informed us that they have tested positive for Covid-19, or are self-isolating, we will:

  • Contact you in the first instance, to get additional information about your symptoms and complete an Internal Track and Trace form with you to confirm your last attendance in the building and the date at which your isolation ends;
  • If you have tested positive for Covid yourself, we will determine whether you are well enough and able to work from home, and if so, ask you to make contact with your line manager to agree this;
  • If you are isolating due to a family member testing positive, we will record the relation to you within HR only;
  • We will notify your line manager that you are self-isolating and the date that you can return to the building for operational planning purposes;
  • In circumstances where you are not well enough to work, you will be required to notify the absence line as per the Absence Notification Procedure, and your absence reason will be recorded as “Coronavirus”
  • We will notify colleagues in Estates to facilitate any additional cleaning which may need to take place of your work area, or to close the work area for cleaning to take place if symptoms have developed on site.

If you tell us that you have tested positive for Covid-19, we will not liaise with NHS Test and Trace teams directly or on your behalf. We may share information relating to case numbers amongst our staff and students when required or requested by public health authorities, but we will not share specific or personal information about you.

If we are informed that you have been in close contact with an individual who has notified us of symptoms or a positive test result, then we will be in touch to advise you of this.

We may also record additional information relating to your last time on campus and locations within the building(s). This is to help support our staff and students in ensuring a safe learning environment, and to arrange additional cleaning measures should they be necessary.

Asymptomatic Testing
From January 2021, Leeds Arts University will be participating in the national programme of asymptomatic testing for students and staff returning after the winter holiday.

This programme is run by the Department of Health and Social Care (DHSC), and the NHS. As part of this activity, Leeds Arts University will only process personal data relating to the booking of test slots, and consent data where this is appropriate and/or necessary. All other processing of personal data, including your test results, will be carried out by the DHSC and the NHS. For more information please see the NHS Test and Trace privacy notice.

Leeds Arts University will verify your identity at the test site, and will record your attendance against your booking for site monitoring purposes. Your test booking information will be retained for the duration of the term during which your test is booked, and then deleted.

After we have verified your identity, all registration information and test data will be input directly into DHSC and NHS systems. Leeds Arts University will not have access to this information at any point. You will be notified directly of your test results. Leeds Arts University will not be notified of your test results, unless you share them with us. If you receive a positive test result, we ask that you let us know this by either contacting for students, or the HR advisers for staff.

Please tick the box on the booking form to confirm your consent to the processing of personal data that you enter in the booking form, and confirm that you understand that the registration and test data will be controlled by the DHSC.

The DHSC may share your test results with the NHS Test and Trace service. Please see the NHS Test and Trace privacy notice for further information.

Legal bases for processing
We have identified below the legal bases for processing your personal data in relation to Covid-19:

  • Processing is required for reasons of public interest in the area of public health. This includes disclosure to public health and regulatory authorities in their control of the spread of Covid-19;
  • Processing is necessary for our performance of public task as a University, including providing a safe environment for our students and staff;
  • Processing is required for compliance with our legal obligations, including where there is a requirement under Covid-19 legislation to record staff and student data for test and trace purposes;
  • Processing is required in order for us to comply with health and safety obligations and to protect the vital interests of our staff and students;
  • Processing is required for our legitimate interests, which includes the health and safety of the University environment.

Additional legal bases for processing Special Category data:

  • Processing is required for compliance with health and safety obligations, and social protection;
  • Processing is required for safeguarding individuals at risk.