Record of Processing Activities - UOD - Record of Processing Activities - University of Derby

Record of Processing Activities - UOD

Record of Processing Activities - University of Derby

Registration Number:

Date Registered: 24th May 2004

Registration Expires: 23rd May 2019

Data Controller: University of Derby

Address: Kedleston Road, Derby, DE22 1GB

Other Names: Buxton & Leek College, Buxton College, Leek College


This data controller states that it is a public authority under the Freedom of Information Act 2000 or a Scottish public authority under the Freedom of Information (Scotland) Act 2002


This register entry describes, in very general terms, the personal data being processed by: University of Derby


Nature of Work: University


Description of Processing

The following is a broad description of the way this organisation / data controller processes personal information.  To understand how your own personal information is processed you may need to refer to any personal communications you have received, check any privacy notices the organisation has provided or contact the organisation to ask about your personal circumstances.


Reasons / Purposes for Processing Information

We process personal information to enable us to provide education and support services to our students and staff; staff, agent and contractor information; advertising and promoting the university and the services we offer; publication of the university magazine and alumni relations, undertaking research and fundraising; managing our accounts and records and providing commercial activities to our clients.  We also process personal information for the use of CCTV systems to monitor and collect visual images for the purposes of security and the prevention and detection of crime.


Type / Classes of Information Processed

We process information relevant to the above reasons / purposes.  This may include:

  • Personal details
  • Family details
  • Lifestyle and social circumstances
  • Education details and student records
  • Education and employment details
  • Financial details
  • Disciplinary and attendance records
  • Vetting checks
  • Goods or services provided
  • Visual images, personal appearance and behaviour
  • Information held in order to publish university publications


We also process sensitive classes of information that may include:

  • Racial or ethnic origins
  • Trade union membership
  • Religious or other similar beliefs
  • Physical or mental health details
  • Sexual life
  • Offences and alleged offences
  • Criminal proceedings, outcomes and sentences


Who the Information is Processed About

We process personal information about:

  • Students
  • Employees, contracted personnel
  • Suppliers, professional advisors and consultants
  • Business contacts
  • Landlords, tenants
  • Complainants, enquirers
  • Donors and friends of the university
  • Authors, publishers and other creators
  • Persons who may be the subject of enquiry
  • Third parties participating in course work
  • Health, welfare and social organisations
  • Friends of the University
  • Individuals captured by CCTV images


Who the Information May be Shared With

We sometimes need to share the personal information we process with the individual themselves and also with other organisations.  Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA).  What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

  • Family, associates and representatives or the person whose personal data we are processing
  • Current, past or prospective employers
  • Healthcare, social and welfare organisations
  • Educators and examining bodies
  • Suppliers and service providers
  • Student union
  • Financial organisations
  • Debt collection and tracing agencies
  • Auditors
  • Police forces, security organisations
  • Courts and tribunals
  • Prison and probation services
  • Legal representatives
  • Local and central government
  • Consultants and professional advisers
  • Trade union and staff associations
  • Survey and research organisations
  • Press and the media
  • Voluntary and charitable organisations
  • Landlords



It may sometimes be necessary to transfer personal information overseas.  When this is  needed information may be transferred to countries or territories around the world.  Any transfers made will be in full compliance with all aspects of the Data Protection Act.


Statement of Exempt Processing

This data controller also processes personal data which is exempt from notification.


Need Advice?

Contact or call (01332) 592151

Our Data Protection Officer is James Eaglesfield (01332) 591762
Our Deputy Data Protection Officer is Helen Rishworth (01332) 591954



Last updated May 2018