Student_GDPR_mapped to ICO spreadsheet
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Article 30 Record of Processing Activities
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Business functionPurpose of processing (Business activity)Name and contact details of joint controller (if applicable)Categories of individualsCategories of personal dataArticle 6 lawful basis for processing personal dataArticle 9 basis for processing special category dataCategories of recipientsNames of third countries or international organsations that personal data are transferred to (if applicable)Safeguards for exceptional transfers of personal data to third countries or international organisations (if applicable)Retention schedule (if possible)
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STUDENT OUTREACH
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Outreach & Access Applicant Assessment/SelectionRealising Opportunities - info@realisingopportunities.ac.uk. Outreach participants on Realising Opportunities ProgrammePersonal information, contact details, sensitive data, teacher contact information, parent contact information. Article 6(1)(f) - legitimate interestArticle 6(1)(e) - public taskPartner HEIs, Third sector organisations, Higher Education Access Tracker (HEAT), Propgramme Evaluator (Insitute for Employment Studies), National Pupil Database, UCASSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Outreach & Access Applicant Assessment/SelectionOutreach participantsPersonal information, contact details, sensitive dataArticle 6(1)(e) - public taskArticle 6(1)(e) - public taskHigher Education Access Tracker (HEAT), Programme EvaluatorSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Outreach & Access Running outreach programmes, events and activitiesOutreach participantsPersonal information, contact details, sensitive dataArticle 6(1)(e) - public taskArticle 6(1)(e) - public taskHigher Education Access Tracker (HEAT), Programme Evaluator, delegate organisations (Higher Education Progression Partnership, HEPP, and Higher Education Progression Partnership South Yorkshire Plus, HEPPSY), Sheffield Local Authority (for specific projects). See University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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STUDENT RECRUITMENT & ADMISSIONS
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Student Recruitment Enquirer administrationEnquirers, prospective students and applicants
Personal information, contact details, educational background
Article 6(1)(a) - consentSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student Recruitment University Visit and Open Days Prospective studentsPersonal information, contact detailsArticle 6(1)(a) - consentSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student Recruitment Information provision and course serach supportProspective studentsPersonal information, contact detailsArticle 6(1)(a) - consentStudent Recruitment AgentsSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student Recruitment Information Provision and issuing of distribution of university material Enquirers and Offer-HoldersPersonal information, contact detailsArticle 6(1)(f) - legitimate interestMail and Email Distribution organisationsSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdmissionApplicant Assessment/SelectionApplicants
Personal information, contact details, nationality, residency, educational history, employment history, supporting statements, widening participation/contextual data, disabilities, criminal convictions, courses applied for, correspondence
Article 6(1)(b) - contractStudent sponsors; agentsSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdmissionFee Status Assessement (for tuition fee purposes and scholarship eligibility)Applicants
Personal information, contact details, nationality, residency, educational history, employment history, courses applied for
Article 6(1)(b) - contractSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdmissionCAS Number ArrangementInternational Applicants
Personal information, contact details, nationality, residency, educational history, employment history, courses applied for
Article 6(1)(c) - legal obligationUK Visas & ImmigrationSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdmissionCriminal convictions reviewApplicantsCriminal convictionsArticle 6(1)(b) - contractSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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STUDENT ADMINISTRATION
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Student Administration Enquiry AdministrationAll students Personal & Programme/academic & financial dataArticle 6(1)(b) - contractSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationDocument AdministrationAll studentsPersonal, financial, academic and immigration data held in electronic documentsArticle 6(1)(b) - contract
Article 6(1)(c) - legal obligation
Article 9(2)(a)
Article 9(2)(c)
Article 9(2)(g)
Folding Space See University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationAcademic management/assessmentInternational studentsPersonal & Programme/academic dataArticle 6(1)(b) - contractBritish Councils overseas British Councils overseasSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationAcademic management/progressionAll studentsPersonal and academic data; engagement/attendance dataArticle 6(1)(b) - contractHESA (see Student Collection Notice at: www.hesa.ac.uk/about/regulation/data-protection/notices )See University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationAcademic management/progressionAll students
Personal, financial and academic data
Article 6(1)(b) - contractSLC; NHS; Student Finance; External Sponsors eg employers, embassies, Research Councils, UKVIVisiting students' home institutions, student sponsors, partner institutionsSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationAcademic management/progressionAll students
Student progress & fitness to practice
Article 6(1)(b) - contractProfessional Bodies (e.g. GMC, GDC, HCPC, NMC); UKVI, SLCFiles are retained for one year following the completion of the student's registration or one year following the completion of the proceudre, which ever is the later of the two dates.
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Student AdministrationAcademic management/progressionInternational Students Programme/academic data; engagement/attendance dataArticle 6(1)(c)UK Visas & ImmigrationSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationAcademic management/Formal student procedures (Academic Appeals, Complaints, Fitness to Practice and Progress) All studentsPersonal and academic data Article 6(1)(b) - contractUniversity legal representatives and insurers/brokers; professional bodiesFiles are retained for one year following the completion of the student's registration or one year following the completion of the proceudre, which ever is the later of the two dates.
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Student AdministrationAcademic management/progression (Graduation)All studentsProgramme & Award Data Article 6(1)(b) - contractHESAIn perpetuity
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Student AdministrationAcademic management/progressionAll studentsHealth informationArticle 6(1)(b) - contractArticle 9(2)(a) & 9(2)(c)See University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationAcademic management/progression (Graduation)Sponsored studentsProgramme & Award Data Article 6(1)(b) - contractHESAStudent sponsorsIn perpetuity
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Student AdministrationAcademic management/certification (electronic transcripts and Higher Education Achievement Reports)All students
Personal and Programme & Award Data
Article 6(1)(b) - contractService Partner (Framework Computer Consultants Ltd)In perpetuity
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Student AdministrationAcademic management/certificationAll studentsPersonal academic and awards (including prizes) data Article 6(1)(b) - contract
Article 6(1)(a) - consent

Third party organisations as requested by students; Visiting students' home institutions, student sponsorsThird party organisations as requested by students; Visiting students' home institutions, student sponsorsIn perpetuity
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Student AdministrationAcademic management/certification (Higher Education Achievement Reports) Undergraduate StudentsPersonal, academic and awards (including prizes) data
Extra-curricular activity data
Article 6(1)(a) - consent
Article 6(1)(b) - contract
Third party organisations as requested by studentsThird party organisations as requested by studentsIn perpetuity
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Student AdministrationAcademic management/certification (Prizes)Student Prize Winners Personal and Programme & Award, including Prizes data Article 6(1)(a) - consent
Prize donors Prize donors In perpetuity
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Student AdministrationAcademic performance reviewFormer USIC Students Personal and academic data Article 6(1)(f) - legitimate interestUSIC See University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationDebt Recovery Students & Sponsors, third party payers(eg parents)Personal, identity and financial data Article 6(1)(b) - contractMCOL, third party debt agencies, tracing agencies, Experian, Overseas Debt Agencies, SolicitorsOverseas Sponsors, Overseas Debt Collection Agencies (OVAG)See University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationDisciplineAll studentsPersonal and academic dataArticle 6(1)(b) - contractUniversity legal representatives and insurers/brokers, law enforcement authorities, professional bodies; third party with a legitimate interest in the case (and where appropriate)See University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationAccuracy of Electoral RegisterSheffield City Council (data controller) All students Nationality and address data Article 6(1)(e) - public taskSheffield City Council request for third party information under Regulation 23 of The Representation of the People Regulations 2001 for the purposes of maintaining an accurate electoral register. To be used only for data matching, not data mining.Deleted following transfer of data to Sheffield City Council
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Student AdministrationEqual Opportunities MonitoringAll studentsSpecial Sensitive DataArticle 6(1)(a) - consent
Article 6(1)(e) - public task
HESASee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationFinancial managementAll studentsFinancial/banking data Article 6(1)(b) - contractSLC; NHS; Student Finance; Student funding bodies; Research CouncilsOverseas Sponsors/collaborators/Students' AgentsSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationFinancial managementSponsored Students Financial and academic progress data Article 6(1)(b) - contractExternal sponsors (e.g employers, embassies) External sponsors (e.g employers, embassies) See University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationImmigration ComplianceInternational studentsPersonal and Immigration dataArticle 6(1)(c) - legal obligationUK Visas & ImmigrationSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationImmigration ComplianceInternational studentsAttendance data Article 6(1)(c) - legal obligationUK Visas & ImmigrationSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationPayment ProcessingStudents & Sponsors, third party payers(eg parents)
Personal, Identity, payment and financial data
Article 6(1)(b) - contractWPM, Data Divider, Western Union, BACS, Banks, WorldpayWestern Union Worldwide Offices, Data Divider in CaliforniaSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationLegal and statutory complianceAll students
Personal, financial and academic data
Article 6(1)(c) - legal obligation
Article 6(1)f) - legitimate interests
HESA; the University's appointed auditorsSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationStudent records managementAll studentsContact detailsArticle 6(1)(b) - contractHESASee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationStudent Records Management/Identity verificationAll studentsPersonal detailsArticle 6(1)(b) - contractHESA See University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationStudent Records Management/Duty of CareAll students
Next of Kin; emergency contact details
Article 6(1)(d) - vital interestsSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student AdministrationStudent Records ManagementApprenticesPersonal and academic data Article 6(1)(b) - contractESFA; employers
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Student Administration Student Records ManagementInternational Faculty students Personal and academic dataArticle 6(1)(b) - contractCity College, Thessaloniki, Greece
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STUDENT SUPPORT
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Student Support Academic Support Service Users Personal information, course data, contact detailsArticle 6(1)(a) - consent
Article 6(1)(b) - contract
Dispose of data 3 years after graduation
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Student SupportSupport & WelfareAll studentsPersonal (finance, immigration, health) and academic data Article 6(1)(a) - consent
Article 6(1)(b) - contract
Article 6(1) (d) - vital interests
Article 6(1)(f) - legitimate interests
Article 9(2)(a) - consent
Article 9(2)(c) - vital interests
See University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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STUDENT EMPLOYMENT
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Student EmploymentmyJobshop (Internal agency)Service users
Personal, contact and financial information
Article 6(1)a: the data subject has given consent to the processing of his or her personal data for one or more specific purpose Article 6(1)c: processing is necessary for compliance with a legal obligation to which the controller is subject
Eploy UoS HR and PayrollSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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Student EmploymentmyJobshop (Internal agency)Service UsersPersonal and Immigration dataArticle 6(1)(c) - legal obligationUK Visas & ImmigrationSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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EmployabilityCareers Service activitiesAll students, graduates, staff,and employersPersonal and contact detailsArticle 6(1)fTargetConnectDispose of data 3 years after graduation
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EmployabilityCareers Service activitiesStudents and graduatesBrief personal and contact dataArticle 6(1)FAbintegroDisposal of data upon termination of agreement
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EmployabilityCareers Service activitiesStudents and graduatesBrief personal and contact dataArticle 6(1)FGoingGlobalUSADisposal of data upon termination of agreement
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EmployabilityCareers Service activities - graduate case studies / mentoringGraduates and students
Personal and contact data, organisational
Article 6(1)F4 years. Data is deleted if the graduate does not update their record.
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EmployabilityCareers Service activities - Graduate Outcomes Survey GraduatesPersonal and contact data, organisationalArticle 6(1)FHESA6 years
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STUDENT SERVICE IMPROVEMENT
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Service evaluation and improvementStudent feedback All Students Personal, contact and academic data Article 6(1)(f) - legitimate interestSee University's Records Management Policy at: https://www.sheffield.ac.uk/uso/info-gov/records2/policy
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