​​​​Data Protection Privacy Notice & HESA Notices

Edinburgh Napier University is a data controller for the purposes of UK data protection legislation (“the legislation”), that is, the UK Data Protection Act 2018 (“DPA 2018”) and the General Data Protection Regulation: EU 2016-679 (“GDPR”) as amended by “EU Exit” Regulations 2019 and now known as the UK GDPR, and processes personal data strictly in line with the legislation and its notification to the UK Information Commissioner’s Office (ICO) who regulate the legislation in the UK. The University is committed to compliance with the legislation and protecting all personal data it processes.

Below are the University's main overarching Privacy Notices, followed by links to the HESA notices and the University's layered Privacy Notices specific to certain processes. 

Please note that the University is transitioning to the use of the term "trusted contact/s" rather than "next-of-kin" or "emergency contact/s" which were used previously. If you see the terms "next-of-kin" or "emergency contact/s", please read these as "trusted contacts", while we update our guidance and privacy notices.

 Student Recruitment Privacy Notice

Download the Student Recruitment Privacy Notice​

Student Applicant Privacy Notice

Download the Applicant Privacy Notice

Student Privacy Notice

Download the Student Privacy Notice

Staff Privacy Notice

Download the Staff Privacy Notice

Court Member Privacy Notice

Download the Court Members Privacy Notice

Alumni Privacy Notice

 The Privacy Notice for Alumni can be found online using the following link:Alumni Privacy Notice

Research Privacy Notice (Generic)

Higher Education Statistics Agency (HESA) Data Protection Notices

The University is legally required to send some information to the Higher Education Statistics Agency (HESA). The links below explain how HESA will use the information.

View the HESA Student Collection Notice

View the HESA Staff Collection Notice

View the HESA Destinations of Leavers from HE (DLHE) Collection Notice (for leavers up to the end of 2016/17)

View the HESA Graduate Outcomes survey information (for leavers from 2017/18 onwards)

View the Edinburgh Napier University Graduate Outcomes Privacy Notice and information here: https://www.napier.ac.uk/alumni/graduate-outcomes​ 

Additional 'Layered' Privacy Notices

• Associate Staff - HR Process
  

• Cashless Catering EPOS 

• Colleague Engagement Survey​​

• Commercial Courses Professional Associates
• Commercial Courses Recruitment
• Commercial Courses​
• Complaints
• Counselling Service
• COVID Reset Mentoring Scheme​
• ​Culture, Employment and Development in Academic Research Survey (CEDARS)​
  
• Data Lab Scholarship
• Data Subject Rights Request
• Disability and Inclusion
• Disability and Inclusion - Student Engagement Project
• Edinburgh College Flexible Workforce Development Fund Courses
  
• Employee Health Surveillance​
  
• [EN]gage Membership
• ENroute HEA Enrolment
• ENroute HEA Membership
• ENSA Student Representatives
• ePay Online Payment System
• Equate Scot​lan​d​​
  
• Equate Scotland eCommunications
  
• ​Equate ​Scotland Event Registration and Attendance Data​
  
• Equate Scotland Photography, Film/Video and Quotes​
• Graduate Apprentice Programme
• Graduation Survey
• Graduations (in Edinburgh)
• Graduations (Virtual)​
• Graduations (Overseas)
• Higher Education Achievement Report (HEAR) - Gradintelligence
• Image Library
• InPlace - Nursing Student Placements Administration System
• International Programmes
• IS Unidesk Customer Thermometer Survey​
• Job Alerts
• Joint Supervision Projects​
• Junior Music Students
• ​Keep On Track​
• LibCal
• Library Membership - External Members
  
• Library Membership - Staff and Students
  
• Mentoring_Programme_(Employee)_MentorNet​
  
• Microsoft Bookings
  
• Millport Field Trips​
  
• Module Eva​luation Survey
  
• Occupational Health Referrals and Assessments​
  
• Online Store Privacy Noti​ce​
  
• PG Dip Midwifery & Masters of Midwifery (Shortened)​​
• PG Teacher Education Programmes (Placements)
• Poppulo
• Postgraduate Taught Experience and Postgraduate Research Experience Surveys
• Principal's Office External Communications
  
• Procurement Request Process
  
• ​Project VISION Sensor Technology Privacy Notice​
  
• QS Global Academic Survey
• REF Data Collection
• RIE NHS Assure Research Commissioning Services Events​
• SAFA Privacy Notice​
• School of Applied Sciences Students' Health Data
• School of Health and Social Care - 'Near Me' Videoconferencing​
• School of Health and Social Care - Student Practice Learning Evaluation
• Scottish Modern Universities Northern Ireland Tour
• Self-Defence Class Registration
• Simulated Patient Volunteer Programme
• Special Collections​
• Staff Recruitment
• Staff Recruitment Satisfaction Survey
• Student Accommodation
• Student Accommodation Applicants Criminal Convictions
• Student Accommodation Guarantors 
  
• Student Card Production and Distribution
• Student Funding
• Student Futures​
• Student Global Mobility (Study or Traineeship)
• Student Mobility Survey Privacy Notice​
• Student Open Days
  
• Student Peer Support Telethon (SHSC)​
  
• Student Recruitment Privacy Notice for College Board personal data
• Student Wellbeing and Inclusion Survey
• Student Work Placements
• Summer Accommodation
• Talent Attraction
• Transport Research Institute Survey
• Travel Risk Assessment
• Upskilling Short Courses​
• Web Filter
• Wellbeing and Inclusion Department​
• Widening Access Project Participation Full Privacy Notice
• Widening Access Project Participation Under-18s Privacy Notice​​
• Widening Participation Networking Group 
• Winning Students​

Template Privacy Notice (for internal staff use)

Where 'layered' Privacy Notices are required in addition to the main Privacy ​Notices detailed above colleagues are requested to contact dataprotection@napier.ac.uk) for a template.

                                                                                                                   Page last updated 9 August 2023​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​