Data Protection Privacy Notice & HESA Notices

Edinburgh Napier University is a data controller for the purposes of data protection legislation (“the legislation”), the General Data Protection Regulation: EU 2016-679 (“GDPR”) and the UK Data Protection Act 2018 (“DPA 2018”) 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.

Due to the Covid-19 pandemic the University is required to collect personal data for the Scottish Government's 'Track and Protect' initiative. Existing Privacy Notices (below) already make allowance for this under Article 6(1)(c) processing is necessary for compliance with a legal obligation, and Article 9(2)(i) processing is necessary for reasons of public interest in the area of public health, etc. The University has appropriate measures in place to ensure processing is compliant with Data Protection legislation. 

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. 

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

• Careers in Online Research Survey and Principal Investigator and Research Leaders Survey

• Cashless Catering EPOS 

• Commercial Courses Professional Associates
• Commercial Courses Recruitment
• Complaints
• Counselling Service
• Data Lab Scholarship
• Data Subject Rights Request
• Disability and Inclusion
• Disability and Inclusion - Student Engagement Project
• Edinburgh College Flexible Workforce Development Fund Courses
• Employee Benefits (Neyber) Privacy Notice​
• [EN]gage Membership
• ENroute HEA Enrolment
• ENroute HEA Membership
• ENSA Student Representatives
• ePay Online Payment System
• Equate Scotland eCommunications
• Graduate Apprentice Programme
• Graduation Survey
• Graduations (in Edinburgh)
• 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 - Mentors
• Mentoring - Students
• myFuture - Employers
• myFuture - Individuals​
• myFuture - Staff
• myFuture - Students
• Occupational Health Referrals

• PG Teacher Education Programmes (Placements)
• Poppulo
• Postgraduate Taught Experience and Postgraduate Research Experience Surveys
• Principal's Office External Communications
• Procurement Request Process
• QS Global Academic Survey
• REF Data Collection
• School of Applied Sciences Students' Health Data
• 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 Applications
• Student Accommodation Applicants Criminal Convictions
• Student Accommodation Guarantors
• Student Accommodation Survey
• Student Card Production and Distribution
• Student Funding
• Student Mobility Applications (Study or Traineeship)
• Student Mobility Survey Privacy Notice​
• Student Open Days
• Student Wellbeing and Inclusion Survey
• Student Work Placements
• Summer Accommodation
• Talent Attraction
• Transport Research Institute Survey
• Travel Risk Assessment
• UK Student Recruitment
• Web Filter
• Widening Access Project Participation Full Privacy Notice
• Widening Access Project Participation Under-18s Privacy Notice​​
• Widening Participation Networking Group
• Workplace by Facebook

Template Privacy Notice (for internal staff use)

Where 'layered' Privacy Notices are required in addition to the main Privacy (Processing) Notices detailed above colleagues are required to complete the template form provided below and return this to Governance Services (dataprotection@napier.ac.uk) for approval:

Privacy Notice template​

                                                                                                                   Page last updated 28 October 2019​​​​​​​​​​​​​​​​