APPENDIX I
UNIVERSITY TEMPLATE
PURPOSE
Accounts and records
· The administration of supplier records relating to goods, orders, services and accounts provided to the University.
Subjects
Suppliers
Students and pupils
Staff including volunteers, agents, temporary and casual workers
Advisors, consultants and other professional experts
Classes
Employment details
Financial details
Goods or services provided
Personal details
Recipients
Data subjects themselves
Courts/tribunals
Business associates and other professional advisers
Auditors
Employees and agents of the data controller
Financial organisations and advisors
Persons making an enquiry or complaint
Suppliers, providers of goods or services
UNIVERSITY TEMPLATE
PURPOSE
Advertising, marketing, public relations, general advice services.
· The identification of recipients for University services and administration of promotional campaigns;
· The advertising and promotion of the University and its services including by direct marketing means;
· The advertisement and provision of general advice to members of the public about University services;
· The advertisement and promotion of the University through third party products and services e.g. financial sponsorship Fundraising for the University and other organisations (excluding fundraising through alumni)
Subjects
Customers and clients
Complainants, correspondents and enquirers
Relatives, guardians and associates of the data subject
Staff including volunteers, agents, temporary and casual workers
Students and pupils
Donors and friends of the university
Persons who may be the subject of enquiry/press
Release/promotional exercise
Advisers, consultants and other professional experts
Classes
Supplier details (including goods, services provided)
Family, lifestyle and social circumstances
Employment details
Education and training details
Physical or mental health or condition
Personal details
Customer, client details (including goods, services received)
Recipients
Data subjects themselves
Employees and agents of the data controller
Persons making an enquiry of complaint
Recipients of university services
Relatives, guardians or other persons associated with the data subject
Student Union
The media
Trade unions and staff associations
Current, past or prospective employers of the data subject
Suppliers, providers of goods or services
Trade, employer associations and Professional bodies
UNIVERSITY TEMPLATE
PURPOSE
Crime prevention and prosecution of offenders (including CCTV)
· Security, including CCTV (the use of closed-circuit television for the monitoring and collection of sound and/or visual images for the purpose of maintaining the security of premises, for preventing crime and for investigating crime)
Subjects
Those inside, entering or in the immediate vicinity of the area under surveillance
Members of the public
Classes
Personal appearance and behaviour
Offences (including alleged offences)
Criminal proceedings, outcomes and sentences
Sound and/or visual images
Recipients
Business associates and other professional advisers
Suppliers, providers of goods or services
Data subjects themselves
Employees and agents of the data controller
Police forces
Security organisations
UNIVERSITY TEMPLATE
PURPOSE
Alumni relations
· The promotion of the relationship between the University and it’s Alumni
· University related fundraising initiatives involving Alumni
· Advertising and promotion of Alumni events and reunions
· Distribution of University mailings (e.g. Alumni magazines, newsletters, annual reports)
· Message forwarding (without disclosure of data)
· The promotion of benefits and services available to Alumni from third parties
· Eliciting non-financial support (e.g. Careers advice to students, help with student recruitment).
Subjects
Suppliers
Students and pupils
Staff including volunteers, agents, temporary and casual workers
Relatives, guardians and associates of the data subject
Donors and lenders
Customers, clients of the university
Associates, friends of the university
Classes
Education and training details
Employment details
Family, lifestyle and social circumstances
Financial details
Goods or services provided
Personal details
Racial or ethnic origin
Student records
Recipients
Data subject themselves
Employees and agents of the data controller
Financial organisations and advisers
Recipients of university services
Relatives, guardians or other persons associated with the data subject
University-affiliated/associated groups
Student Union
Suppliers, providers of goods or services
UNIVERSITY TEMPLATE
PURPOSE
Education
· Administration of education and training (e.g. registration and monitoring, calculation and publication of exam results, provision of references)
· provision of education and training (e.g. Planning and control of curricula and exams, commissioning, validating and producing educational materials, sandwich placements)
· administration of applications (e.g. Receipt and processing of UCAS forms, compilation of statistics, assessments including preliminary and confirmed offers, liaison with UCAS
· preparation of DFEE returns.
· Administration of students awards and fees.
Subjects
Third parties participating in course work e.g. volunteers, patients,
survey respondents
Suppliers
Students and pupils
Staff including volunteers, agents, temporary and casual workers
Relatives, guardians and associates of the data subject
Advisers, consultants and other professional experts
Authors, publishers, editors, artists, and other creators
Complainants, correspondents and enquirers
Classes
Education and training details
Employment details
Family, lifestyle and social circumstances
Financial details
Offences (including alleged offences)
Personal details
Student records
Supplier details (including goods, services provided)
Physical or mental health or condition
Racial or ethnic origin
Religious or other beliefs of a similar nature
Recipients
Higher education statistics agency
Healthcare, social and welfare advisers or practitioners
Suppliers, providers of goods or services
Financial organisations and advisers
Employees and agents of the data controller
Education, training establishments and examining bodies
Data subjects themselves
Current, past or prospective employers of the data subject
Courts/tribunals
The media
UCAS
Voluntary and charitable organisations
Local government
Police forces
Relatives, guardians or other persons associated with the data subject
Student Union
Funding councils
Department for Education and Employment
Survey and research organisations
UNIVERSITY TEMPLATE
PURPOSE
Other commercial services
· The provision of consultancy and advisory services;
· Provisions of conference facilities (e.g. lecture halls, accommodation, catering etc)
· Other chargeable services (excluding tuition fees)
Subjects
Complainants, correspondents and enquirers
Customers and clients
Relatives, guardians and associates of the data subject
Staff including volunteers, agents, temporary and casual workers
Advisers, consultants and other professional experts
Students and pupils
Suppliers
Classes
Personal details
Goods or services provided
Physical or mental health or condition
Financial details
Family, lifestyle and social circumstances
Employment details
Recipients
Courts
Customers and clients data controller for goods and services
The media
Persons making an enquiry or complaint
Financial organisations and advisers
Debt collection and tracing agencies
Suppliers, providers of goods or services
Data subjects themselves
Publication of the university magazine –
UNIVERSITY TEMPLATE
PURPOSE
Publication of the University magazine
Subjects
Staff including volunteers, agents, temporary and casual workers
Student and pupils
Classes
Personal details
Text of magazine articles
Photographic images
Recipients
Data subjects themselves
Students and pupils
The media
UNIVERSITY TEMPLATE
PURPOSE
Research
· Academic research or statistical analysis in all fields, including scientific, technical, health, social, economic or market research
· Identification of subjects for survey or analysis
· Collection or extraction of data
· Analysis, interpretation and evaluation of data
· Output/presentation of results or findings
· Administration of research funding
Subjects
Suppliers
Staff including volunteers, agents, temporary and casual workers
Subjects of research
Relatives, guardians and associates of the data subject
Customers and clients
Correspondents and enquirers
Complainants, correspondents and enquirers
Advisers, consultants and other professional experts
Financial sponsors
Students and pupils
Classes
Education and training details
Family, lifestyle and social circumstances
Financial details
Goods or services provided
Personal details
Physical or mental health or condition
Racial or ethnic origin
Religious or other beliefs of a similar nature
Trade union membership
Employment details
Offences (including alleged offences)
Recipients
Education, training establishments and examining bodies
Data subjects themselves
Customers and clients of the data controller for goods and services
Employees and agents of the data controller
Financial organisations and advisers
Financial sponsors
Survey and research organisations
Persons making an enquiry or complaint
Providers of publicly available information
Suppliers, providers of goods or services
UNIVERSITY TEMPLATE
PURPOSE
Staff, agent and contract administration
· the administration of prospective, current and past employees including self-employed, contract personnel, temporary staff or voluntary workers
· administration of non-university staff contracted to provide services on behalf of the university
· planning and management of data controllers workload or business activity
· occupational health service
· administration of agents or other intermediaries
· pension administration
· disciplinary matters, industrial tribunals etc
· staff training vetting checks
Subjects
Advisers, consultants and other professional experts
Relatives, guardians and associates of the data subject
Agents and contractors
Customers and clients
Previous and prospective employers of the data subject, and other referees
Staff including volunteers, agents, temporary and casual workers
Suppliers
Classes
Customer, client details (including goods, services received)
Education and training details
Employment details
Financial details
Goods or services provided
Offences (including alleged offences)
Personal details
Racial or ethnic origin
Supplier details (including goods, services provided)
Trade union membership
Physical or mental health or condition
Family, lifestyle and social circumstances
Recipients
Local government
Legal representatives
Higher education statistics agency
Healthcare, social and welfare advisers or practitioners
Financial organisations and advisers
Employees and agents of the data controller
Current, past or prospective employers of the data subject
Courts/tribunals
Central government
Careers service
Police forces
Recipients of university services
Relatives, guardians or other persons associated with the data subject
Data subjects themselves
Education, training establishments and examining bodies
Student Union
Trade unions and staff associations
Survey and research organisations
Suppliers, providers of goods or services
UNIVERSITY TEMPLATE
PURPOSE
Student and staff support services
· Administration and management of University and privately owned property (including accommodation services)
· Administration of grants and loans (e.g. Student loans, loans from the Student loans company, Access loans)
· Administration and provision of health care services
· Administration and provision of library services (including membership records, loan/hire records, information and databank administration)
· Ticket issue/reservation services
· Administration and provision of a student card
· Administration and provision of welfare and pastoral services
· Administration and provision of computing facilities
· Careers guidance
· Provision of Creche faclities
Subjects
Landlords
Students and pupils
Health professionals
Welfare and pastoral professionals and advisors
Tenants
Suppliers
Financial sponsors
Business or other contacts
Authors, publishers, editors, artists and other creators
Advisers, consultants and other professional experts
Relatives, guardians and associates of the data subject
Subjects of research
Staff including volunteers, agents, temporary and casual workers
Classes
Financial details
Family, lifestyle and social circumstances
Employment details
Education and training details
Physical or mental health or condition
Personal details
Racial or ethnic origin
Religious or other beliefs of a similar nature
Sexual life
Trade union membership
Goods or services provided
Recipients
The media
Student Loans Company Ltd
Student Union
Public utilities
Probation service
Prison service
Trade unions and staff associations
Landlords
Financial organisations and advisers
Department of Social Security
Data subjects themselves
Current, pas or prospective employers of the data subject
Courts/tribunals
Careers services
Business associates and other professional advisers
Employees and agents of the data controller
Local government
Education, training establishments and examining bodies
APPENDIX 2
PURPOSES
This is the purpose or purposes of which the data is being processed.
Below is a list of standard purposes and purpose descriptions for use on register entries. Wherever possible these purposes must be used. If none of these apply you may use your own words to describe your purpose. However it is not possible to use purpose titles from the 1984 registration system.
Standard business purposes
Staff administration
Appointments or removals, pay discipline, superannuation work management or other personnel matters in relation to the staff of the data controller.
Advertising, marketing and public relations
Advertising or marketing the data controller’s own business, activity, goods or services and promoting public relations in connection with that business or activity or those goods or services.
Accounts and records
Keeping accounts relating to any business or other activity carried on by the data controller, or deciding whether to accept any person as a customer or supplier, or keeping records of purchases, sales or other transactions for the purpose of ensuring that the requisite payments and deliveries are made or services provided by him or to him in respect of those transactions, or for the purpose of making financial or management forecasts to assist him in the conduct of any such business or activity.
Other purposes
Accounting and auditing
The provision of accounting and related services; the provision of an audit where such an audit is required by statute.
Administration of justice
Internal administration and management of courts of law or tribunals and discharge of court business.
Administration of membership records
The administration of membership records.
Advertising marketing and public relations of others
Public relations work, advertising and marketing, including host mailings for other organisations and list broking.
Assessment and collection of taxes and other revenue
Assessment and collection of taxes, duties, levies and other revenue. You will be asked to indicate the type of tax or other revenue concerned.
Benefits, grants and loans administration
The administration of welfare and other benefits. You will be asked to indicate the type(s) of benefit you are administering.
Canvassing political support amongst the electorate
The seeking and maintenance of support amongst the electorate by the data controller.
Constituency casework
The carrying out of casework on behalf of individual constituents by elected representatives.
Consultancy and advisory services
Giving advice or rendering professional services. The provision of services of an advisory consultancy or intermediary nature. You will be asked to indicate the nature of the services which you provide.
Credit referencing
The provision of information relating to the financial status of individuals or organisations on behalf of other organisations. This purpose is for use by credit reference agencies, not for organisations who merely contact or use credit reference agencies.
Crime prevention and prosecution of offenders
Crime prevention and detection and the apprehension and prosecution of offenders. This includes the use of most CCTV systems which are used for this purpose.
Debt administration and factoring
The tracing of consumer and commercial debtors and the collection on behalf of creditors. The purchasing of consumer or trade debts, including rentals and instalment credit payments, from business.
Education
The provision of education or training as a primary function or as a business activity.
Fundraising
Fundraising in support of the objectives of the data controller.
Health administration and services
The provision and administration of patient care.
Information and databank administration
Maintenance of information or databanks as a reference tool or general resource. This includes catalogues, lists directories and bibliographic databases.