How we will use and keep your mitigating circumstances data secure
Any information you disclose will be treated as confidential. It is your decision what information you disclose, but please note that not having some information may affect our consideration of your application.
Mitigating Circumstances Application Form - Privacy Notice
Disclosure of your data
Any information you disclose will be treated as confidential.
It is your decision what information you disclose, but please note that not having some information may affect our consideration of your application.
By disclosing data relating to a third party to evidence your mitigating circumstances application you are confirming that you have the consent of the third party to do so.
Your data may also be disclosed where permitted under General Data Protection Regulation (UK GDPR) and any relevant Data Protection legislation, including to University staff or third parties where there is a legitimate need to.
How will we process your data?
Your application and any documentary supporting information you submit will be visible to a limited number of colleagues across the University who are involved in managing Mitigating Circumstances. Your application and documentary supporting information will be reviewed and considered by a small number of staff from your Parent and Teaching schools. Decisions on Mitigating Circumstances applications must be ratified by the school Progression and Awards Board, at which professional and academic staff and External Examiners are present. Minimal personal data is shared with the Progression and Awards Board for ratification purposes and no information is shared outside the meeting. The decision on your application will be shared with a small number of staff to enact the decision and/or to support your studies.
We will also collect data anonymously relating to mitigating circumstances to inform the development of University policies.
How we support you
As part of our work to support students to progress and succeed, the University of Leeds analyses student data to understand when someone may be at risk of non-continuation. If you make three or more applications for mitigating circumstances in one term, this may be combined with other data we have about you to flag that you may benefit from an offer of support. Please be assured:
- Mitigating circumstances applications alone will not result in an intervention and you can find out more about Learning Analytics and the data we use to support students here: https://leeds365.sharepoint.com/sites/Uol-TheSecretariat/SitePages/Learning-Analytics-Code-of-Practice.aspx.
- We will only analyse the number of Mitigating Circumstances applications made. No personal details of the circumstances cited in any application will be shared beyond the limited number of colleagues across the University who are involved in managing Mitigating Circumstances.
- You do not have to accept any offer of support.
How will we store your data?
Data will be stored securely and treated confidentially. Once your application for Mitigating Circumstances has been concluded, your data will be retained in accordance with the University’s retention schedule: http://www.leeds.ac.uk/secretariat/documents/retention_policies.pdf
Legal bases for processing your personal data
As a student at the University of Leeds you have the right to submit mitigating circumstances for consideration, and we may offer you support and advice if you submit more than three applications within a term, as part of our commitment to supporting your success. This forms part of your contract with the University of Leeds as outlined in the Student Privacy Notice: https://dataprotection.leeds.ac.uk/gdpr/student-privacy-notice/
For further information on Data Protection at the University of Leeds please see: https://dataprotection.leeds.ac.uk/
If you have any questions or if anything is unclear you can contact Nicola Brooks (email: n.j.brooks@leeds.ac.uk)
The University’s Data Protection Officer is Rebecca Messenger-Clark
(email: dpo@leeds.ac.uk)
The University’s data controller registration number provided by the Information Commissioner's Office is: Z553814X
You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. Please see http://ico.org.uk/
Last up-dated 22/08/24