Student Learning Services (SLS) strive to maintain the highest possible standards of privacy and data security.
SLS run a confidential service where students can discuss their academic issues with SLS tutors. It is essential for SLS Tutors to keep brief factual notes on their engagement with students. Notes may include limited personal information, key issues discussed with the tutor and any agreed actions.
All student notes are stored securely within the case management system operated by SLS and are available to a limited number of appropriate support staff. These notes are not available to academic staff, except under exceptional circumstances.
Exceptional circumstances might include:
Wherever possible, we will seek the consent of students to share information and we will encourage them to disclose this themselves where appropriate. However, if there is no indication that this has happened, or is likely to happen, or if the risk of harm is sufficiently acute, we may pass on the information directly to relevant staff or to external parties.
We collate and collate this data so that we can provide students with continuity of service when working with different tutors. These notes allow us to identify your support needs and ensure we provide appropriate advice and guidance. We also use the data to monitor uptake and use of the service and to ensure that we can identify any gaps in academic support at the university. SLS produce reports on trends, for example which cohorts of students access our services and how satisfied students are with the support they receive. Student information may at times be used for these statistical monitoring purposes, but no individual student will be identifiable from reports produced using that data.
SLS retain information and notes for a student for one year after a student either leaves or graduates from the University of Stirling. Information will then be destroyed confidentially.
In accordance with the Data Protection Act 1998 and the EU General Data Protection Regulations, individuals have certain rights regarding the use of their information, including but not limited to the following:
Right to withhold or withdraw consent - What to do if you do not want us to keep a record of your interaction with SLS
A student has the right to withhold or withdraw consent for us to record, store and use their information.
Please let us know if you are not willing for us to keep a record of the tutorial session/s or you want to withdraw consent after the event. Either discuss this with us during a tutorial or you can e-mail SLS on firstname.lastname@example.org. You can still access our services but it may be more difficult for us to provide adequate support or continuity of service.
If you would like more details, please ask a member of SLS staff or email email@example.com
Right to access information
Students have a right of access to notes kept on them by making a Subject Access Request.
Details of notes containing personal information are exempt from disclosure to third parties under Freedom of Information legislation.
Right to rectification
If students are aware that the information we collect or hold about them is inaccurate, they have the right to request that this information is rectified. Students can do this by contacting us at firstname.lastname@example.org.