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LIST A – EVERYDAY WORK LIST B – SPECIAL CIRCUMSTANCES Examples of official organisations to which staff can make disclosures as part of their everyday work. No explicit authorisation is needed from the student because students have been generally alerted to the possibility of this type of disclosure at an earlier time. Examples of third parties where disclosure may be made on special occasions but without the consent of the student. For example, the particular circumstances may require disclosure to protect the safety or well being of the student or of someone else. Or it may be to further the interests of the student. In the event of a query, discuss the matter with the University Data Protection Officer ([email protected]) External admissions agencies (e.g. UCAS, SWAS, ENMSA and GTTR) Professional bodies for the purpose of registration Council Tax Registrations Officers for the As these cases are usually sensitive, the Data Protection Officer or head of school/department must consent to the disclosure, and may also need to seek the consent of an appropriate member of the senior management team. district where the student is registered UK Funding Councils and HESA Sponsors, where there is a formal contract with the student Student Loans Company, where the student is receiving support administered by these bodies Other educational establishments where a student has made an application where it is clear that the student has applied for a course Employers and Recruitment Agencies, where it is clear that the student has applied for employment Debt collection agencies, where is has been to the student at Solicitors or insurers acting on behalf of the student, where it is clear that the student has Bodies concerned with health and safety Police officers or those concerned with the prevention or detection of crime, where a written application has been made for exemption under the Data Protection Act 1998 ________________________________________________________ the commencement of recovery proceedings that this will be the case consent for data to be released to be released University Auditors clear student has given explicit (normally written) given explicit (normally written) consent for data Work placements made Parents and Guardians, where it is clear that the LIST C – WHAT IS RECORDED? Inter-library loans the staff authorising the disclosure; the student’s name; what was disclosed; the third party’s name; the date of the disclosure; and the reason for disclosure. Disclosure of data regarding individual students Is the enquirer YES entitled to receive the data? If…. a) The enquirer is the student and you are If you make a able to verify this, e.g. non- by checking personal NO Because…. NOT SURE permitted data. b) Disclosure is permitted disclosure by mistake, even without the express inform your authorisation of the student. manager. See list A of relevant Are there special permit the disclosure without organisations overleaf. c) The enquirer is a third party to whom the student agreed we may disclose information and you are able to verify their identity. The enquirer is a third party circumstances that might the student’s express permission at that time? See list B overleaf. without disclosure NO permissions and so must be refused access to data. This includes parents, friends, the Police. YES Check that this is recorded as permitted, especially if you are aware that this information is not routinely passed to the Third Party concerned. Is the disclosure routine? YES. The disclosure need not be logged though records should be kept. Check that disclosure is permitted with your manager Explain politely that it is not or the Data Protection Officer. possible to give any information, but they may put NO Enter into the department log. See list their request in writing, C overleaf for the information that goes into the log. Third Party to your manager including email. Refer the or the Data Protection Officer