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AUK is committed to protecting the rights and freedoms of individuals in accordance with the provisions of data protection legislation. In order to achieve this, the University shall ensure that personal data is handled appropriately and consistently.
AUK shall ensure that personal data is:
Processed lawfully, fairly and in a transparent manner in relation to individuals.
Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes shall not be considered incompatible with the initial purposes.
Adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed
Accurate and, where necessary, kept up-to-date; every reasonable step shall be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay.
Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data shall be stored for longer periods insofar as the personal data shall be processed solely for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes subject to implementation of the appropriate technical and organizational measures required by the legislative rules and regulations that govern data privacy for the purpose of safeguarding the rights and freedoms of individuals.
Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organizational measures.
AUK, as a data controller, shall be responsible for, and be able to demonstrate, compliance with the principles of data protection legislation.
All processing of personal data by third parties on behalf of the University, where the University is the data controller, shall be covered by contract and include adequate data protection clauses.
Staff members who process personal data about students, staff, applicants, alumni, or any other individuals must comply with the requirements of this policy. Staff members must ensure that:
All personal data is kept securely.
No personal data is disclosed either verbally or in writing, accidentally or otherwise, to any unauthorized third party.
Any data protection breaches are swiftly brought to the attention of the Department of Information Technology and that they support the IT team in resolving breaches.
Where members of staff are responsible for supervising students doing work which involves the processing of personal information (for example in research projects), they must ensure that those students are aware of the data protection principles.
AUK must only process personal data on the basis of explicit consent. A data subject consents to processing of their personal data if they indicate agreement clearly either by a statement or positive action to the processing.
Data subjects have rights in relation to the way AUK handles their personal data. These include the following rights:
Where the legal basis of AUK processing is consent, to withdraw that consent at any time.
To ask for access to the personal data that AUK holds.
To prevent AUK’s use of the personal data for direct marketing purposes.
To object to AUK’s processing of personal data in limited circumstances.
To ask AUK to erase personal data without delay:
if it is no longer necessary in relation to the purposes for which it was collected or otherwise processed.
if the only legal basis of processing is consent and that consent has been withdrawn and there is no other legal basis on which AUK can process that personal data.
if the data subject objects to AUK’s processing where the legal basis is the pursuit of a legitimate interest, or the public interest and AUK can show no overriding legitimate grounds or interest.
if the data subject has objected to AUK’s processing for direct marketing purposes.
if the processing is unlawful.
To ask AUK to rectify inaccurate data or to complete incomplete data.
To restrict processing in specific circumstances e.g., where there is a complaint about accuracy.
The right not to be subject to decisions based solely on automated processing, including profiling, except where necessary for entering into, or performing, a contract, with the University; it is based on the data subject’s explicit consent and is subject to safeguards; or is authorized by law and is also subject to safeguards.
To prevent processing that is likely to cause damage or distress to the data subject or anyone else.
To be notified of a personal data breach which is likely to result in high risk to their rights and freedoms.
Obtaining their personal data in a format that allows it to be transferred from one IT environment to another.