Who will own my data once I submit it?
Data submitted via the Student Attendance and Absence Systems will be collected and owned by the University of Liverpool.
Why do you need my information?
The University recognises that attendance and engagement with teaching and learning is a key element in successful student retention, progression, achievement, and employability. As stated in your Programme Terms and Conditions there is an expectation that you attend the lectures, seminars, events, etc. scheduled as part of their programme. The Student Attendance and Absence Systems monitor this.
The University recognises that a lack of attendance could indicate you are struggling (academically or personally) and will use this data to start a process of support for you.
The University also has a legal duty for the majority of its students to monitor engagement with teaching and to act on non-attendance. This legal duty arises from a requirement to report attendance to UK student loan agencies and to the UK and overseas-based external sponsors, as well as compliance responsibilities in relation to the sponsorship requirements of UK Visas and Immigration (UKVI) for the monitoring of international students studying in the UK on a student visa.
Programmes accredited by professional or statutory regulatory bodies (PSRBs) may have their own attendance and engagement requirements, which students in those areas must meet in order to fulfill the standards of their award.
What allows you to use my information?
The University has a legitimate interest to collect the data to effectively deliver the education and support services it has committed to providing to you as a student. Therefore, the University should collect this data because
- The University has a duty of care to all students and the collection of attendance and absence data contributes to targeting support for students who may need it.
- The University is committed to providing academic resources that students need to succeed, and attendance and absence data can help staff to identify both where individual students need support to engage and in future planning in relation to how students are engaging with the resources provided.
The University also must comply with its legal obligations:
- The University has a statutory obligation to collect attendance and absence data for international students with a student visa as well as for UK students in line with obligations to UK student loans agencies.
- The University has an obligation to professional or statutory regulatory bodies (PSRBs) to collect attendance data to confirm that students have met the standards of their award.
Who will my information be shared with?
The University shares and processes your data in accordance with its legitimate interests. All members of the University who process or use your personal information follow the University’s Data Protection Policy.
Attendance data is available to University staff members including academic staff, module co-ordinators, members of professional services and student experience teams, etc.
Supporting documentation submitted with Absence Requests will be accessible to named staff members for the purpose of reviewing a request (usually this will be a small group of professional services and/or student experience staff). These staff will only be able to access this data for students within the department(s) they are associated with.
Where you are funded by a third-party sponsor, and where, as part of your funding agreement you have provided the appropriate consent, the University will share attendance/ absence data with your sponsor.
The University of Liverpool timetables app/web portal uses GPS data to provide some functionality e.g., maps. As there is no reason to store such data in relation to attendance, the system will regularly purge this data in line with GDPR regulations. Students can use their own device’s system to switch off the GPS functionality in the app. This will not impact their ability to input attendance but may impact other areas of the app e.g., maps.
Do I have to provide this information and what will happen if I don’t?
You cannot opt-out of providing attendance data as attendance is an expectation of all programmes and a key component in the University identifying if you may benefit from offers of support. Using the Attendance and Absence System it is easy to submit your attendance via a phone or computer – if you cannot or don’t want to use the system on your own devices, please discuss this with your Student Experience Team.
If you do not engage with engagement monitoring and you do not discuss alternatives with your Student Experience Team, then it is very likely that you will receive attendance interventions as the data collected from your sessions will suggest you are not attending them. Please refer to the Student Attendance Policy for more information on the interventions applied if your attendance is poor.
How long will you keep this data for and why?
Attendance and absence data from the Student Attendance and Absence Systems will be stored for 6 years after a student leaves the university, as per the Retention Schedule in order to allow the University to fulfill its student support and legal duties as stated above.
How will my information be stored?
The data will be stored securely by the University.
Will this information be used to take automated decisions about me?
The Student Attendance Policy describes the stages of intervention to be applied if your attendance level falls below specific levels. Some communications regarding attendance/absence may be automated including the notification of escalation of intervention stages and notification of decisions on your absence requests. All stages include the expectation that you engage with staff regarding your attendance, and you have the right to object to/ discuss these interventions within the provisions of the Student Attendance Policy.
The Student Attendance Policy has a provision for you to make self-certified absence requests under certain circumstances. These absence requests will be automatically approved.
Will my data be transferred abroad and why?
No.
What rights do I have when it comes to my data?
Under the UK General Data Protection Regulation, you may have the following rights with regard to your personal data:
Please note that not all rights apply in all situations. To find out more about your rights under the UK GDPR, please visit the Information Commissioner’s website.
To request a copy of your data or ask questions about how it is used, contact Dan Howarth, Data Protection Officer.
- Email: legal@liverpool.ac.uk
- Post: Legal & Governance, University of Liverpool, Foundation Building, 765 Brownlow Hill, Liverpool L69 7ZX
Who can I complain to if I am unhappy about how my data is used?
You can complain directly to the University’s Data Protection Team by writing to:
- Dan Howarth, Data Protection Officer
- By email: legal@liverpool.ac.uk
- Post: Legal & Governance, University of Liverpool, Foundation Building, 765 Brownlow Hill, Liverpool L69 7ZX
You also have the right to complain to the Information Commissioner’s Office using the following details:
- The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
- Telephone: 08456 30 60 60 or 01625 54 57 45
- Website: ico.org.uk
Last updated: 18 August 2022
Back to: Legal & Governance