Record of Processing Activity

We process personal data in order to:

• Meet legal and statutory obligations, such as compliance with tax and immigration laws
• Deliver on employment contracts, such as making salary payments and enabling staff to undertake their roles in teaching, research and administration
• Deliver on student contracts, such as managing admissions, delivering learning and teaching, and providing access to University services, facilities and support
• Maintain relationships with alumni, affiliates, donors and friends
• Carry out research
• Engage with business and knowledge exchange stakeholders
• Promote our services

We hold personal data on:

• Job applicants, employees and workers, ex-employees and workers
• Student enquirers, applicants, enrolled students, alumni
• Affiliates including contractors, governors, students' union staff, honorary staff, collaborative partners and associates
• Donors and friends
• Prospective and current business customers
• Suppliers
• Media contacts
• Relatives, guardians and emergency contacts
• Visitors, travel guests and members of the public
• Placement providers and degree apprenticeship employers
• Community groups, businesses, local governments, charities, members of parliament
• Landlords
• School/college teachers
• Referees

The types of personal data include:

• Personal and contact information
• Identity documentation e.g. passport
• Education and employment history, qualifications
• Course and award
• Assessment, appeals, mitigating circumstances, complaints and conduct  
• Queries and service usage
• Submitted work, feedback and grades
• Contract information, salaries, benefits, advances and expenses
• Case history, absence, performance, compensation and benefits, learning and development
• Survey responses
• Financial information, bank account, payment card
• Travel and accommodation
• Loans, and debts
• Supplier payments
• SEN and care status
• Career profile and published work
• Photos/images
• Special category data and criminal offence data

Personal data may be shared with:

• Employers and agents
• Higher Education Statistics Agency, Education and Skills Funding Agency, Office for Students, AdvanceHE, UCAS, Student Loans Company  
• Research England/UKRI, funding bodies and collaborators, British Library
• Financial institutions, tenancy agents, courts, debt collection and tracing agency
• Software suppliers, accommodation providers, consultancies, delivery partners, survey companies, external learning providers, library service providers, benefits providers
• Collaborative partner institutions, training partnership organisations, placement providers, project creators, partner institutions
• General public, media, journalists and researchers
• Central and local government, HMRC
• Police forces and emergency services, Health & Safety Executive
• Legal advisers, insurers and auditors

Kingston University has relationships with institutions and agencies outside of the UK which encourage and facilitate international learning and research. Where we transfer personal data outside of the UK as part of these relationships, we have contracts and other appropriate safeguards in place to govern this processing.

Personal data is held only as long as is necessary to fulfil the stated purpose. For more information, see the Records Retention Schedule under Information regulations on our Policies and regulations page.

Data security is a priority for the University. The University will use appropriate technical and organisational measures in accordance with the university’s IT policies and related Codes of Practice to safeguard personal data, and to protect against unlawful or unauthorised access or processing, and against accidental loss, damage, or destruction.

Further detail on the personal data that we process can be found in our Record of Processing Activity table (Excel file).

Relevant policies and documentation can be viewed under Information regulations on our Policies and regulations page. 

If you have any queries about this Record of Processing Activity or how we process personal data, please contact [email protected].