Data Protection Notice – Students
Who we are
The Institute of Law (Institute) is a ‘data controller’ and gathers and uses certain information about you before, during and after your studies with us. This means that the Institute decides how to use your information and is responsible for looking after it in accordance with the Data Protection (Jersey) Law 2018 (DPJL 2018) and any other relevant data protection legislation, as may be applicable from time-to-time.
This data protection notice (Notice) explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.
This Notice applies where you are a student or prospective student on one of the following programmes:
- Double degree (LLB & French Licence en droit in partnership with the Université Toulouse 1 Capitole )
- LLB Law Degree (in partnership with the University of London)
- Certificate of Higher Education in Common Law (in partnership with the University of London)
- Jersey Graduate Diploma in Law
- Jersey Law Course (Advocates & Solicitors Examinations)
- Guernsey Law Course (Advocates Examinations)
- Master’s degree in Jersey Law
- Highlands College Social Work Degree students
- Witness training programme
We will comply with the data protection principles when gathering and using personal information for the purposes of your studies with the Institute.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
About the information we collect and hold and how do we collect it?
- As soon as you contact us using our online application form seeking to enrol on one of our courses, we create a record in your name. The information we ask for is so that we can assess your suitability for the course of study you’ve applied for. We will use that information to progress your application and once enrolled as a student. This is so that we can progress your application including checking your eligibility for the course you’ve applied for and arranging any interviews.
- We also collect information you provide to us via the Institute’s Student Information System (Ellucian Quercus).
- The type of information we will hold on you may include, but is not limited to, the following:
- Personal details such as name, date of birth, title, address, telephone number, email address, marital status, nationality, sex and gender identity, ID Photograph, household income, parental status, details of dependants;
- Emergency contact information;
- Education and employment information (including the school(s), sixth form college(s) and other colleges or universities you have attended and places where you have worked, the courses you have completed, dates of study and examination results);
- Admissions records including eligibility criteria and admission decisions;
- Examination records (including records relating to assessments of your work, details of examinations taken, and your predicted and actual examination grades);
- Information captured in your student record including progression, achievement of milestones and progression reports;
- Visa, passport and immigration information;
- Fees and financial support record (including records relating to the fees paid and financial support, scholarships, and sponsorship);
- Supervision, teaching, and tutorial activities including engagement with online tools such as the VLE and Ellucian Quercus;
- Recordings of teaching and learning or research activities in which you were a participant;
- Placement and internship record or study at another institution as an established component of your course of studies, or career development opportunity;
- Your feedback on course provision, Institute services and the student experience, collected through surveys, focus groups and other activities;
- Information about your use of library facilities, including borrowing and fines;
- Information about your involvement in any Institute procedure, including the disciplinary procedure (which includes academic and non-academic misconduct), the academic appeals, complaints, fitness to study, fitness to practise, fitness to teach and academic integrity procedures and applications for extensions, periods of suspension or dispensations from regulations;
- Attendance records at Institute degree and award ceremonies;
- Photographic data taken at events captured for the purpose of live streaming and future publicity materials;
- Information about your use of our information and communications systems, including your communication preferences and your website and system interaction (cookies and similar technologies);
- Information gathered through CCTV and building access information; and
- Information about your participation in any alumni scheme.
We may also process the following “special categories” of more sensitive personal data:
- Information about your race or ethnicity, sexuality and religious beliefs;
- Information about your health, including any disability and/or medical condition;
- Information about criminal convictions and offences, including
- proceedings or allegations.
Information we automatically collect
If you use an Institute email address, other Microsoft 365 services and the VLE, we will collect log data about your use of the service and will be held on our servers.
Information we receive from third parties
Whilst we collect the vast majority of the information directly from you, through the application process and during online registration, we may also collect additional information from third parties, including colleges, former schools and higher education institutions to confirm your personal details and the qualifications you have obtained.
If your fees are paid via support from the Government of Jersey, from a UK funding or French government agency (such as a loan or grant) or from a law firm or other sponsor, we will receive basic information from that funding provider.
What do we do with your personal information?
The information we ask for is so that we can assess your suitability for the course of study you’ve applied for and to allow you to take part in that course. We will use that information to progress your application and once enrolled as a student, we will add to that record with information about your course of study including modules studied, examination assessments, grades and course results. We use your information to provide course content, support you, manage our operations effectively and meet our legal requirements.
We do not use any of your information for marketing purposes or anything unconnected with your application to study and/or studies with the Institute and/or as part of our alumni programme.
If you do not provide us with the information we need, we may not be able to provide you with the service you are requesting.
How we may share the information
In order to perform our contractual and other legal responsibilities or purposes, we may (from time-to-time) need to share your information with certain third parties, for example:
- University of London as part of our relationship with them in offering the LLB programme;
- University of Toulouse 1 Capitole as part of our relationship with them in offering the Double Degree programme;
- External organisations providing services to use such as for the VLE;
- Your funders and/or sponsors, including the Institute of Law Endowment Trust and Jersey Student Finance;
- Employers or prospective employers or other educational institutions to confirm the course you have undertaken and any grades received;
- Your lecturers and/or mentors.
Where information may be held
Information may be held at our offices in hard copy or electronic format, and by our third-party service provider as described above.
How long we keep your information
We keep the personal information that we obtain about you during your course of study for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful, and you become employed by us, the nature of the information concerned and the purposes for which it is processed.
Further details on our approach to information retention and destruction are available in our retention policy that gives these details.
Under data protection legislation, you have various rights in connection with any personal data about you that is processed by me as data controller. These include rights to:
- access to your personal data and to certain other supplementary information that this Policy is already designed to address;
- require the Institute to correct any mistakes in your information which it holds;
- require the erasure of personal data concerning you in certain situations;
- receive the personal data concerning you which you have provided to the Institute in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
- object at any time to processing of personal data concerning you for direct marketing;
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
- object in certain other situations to the Institute’s continued processing of your personal data;
- otherwise restrict the Institute’s processing of your personal data in certain circumstances;
- claim compensation for damages caused by the Institute’s breach of any data protection laws.
Further information on those rights can be found on the website of the Jersey Data Protection Authority: www.jerseyoic.org.
If you would like to exercise any of those rights, please call (01534 826060), email (firstname.lastname@example.org) or write to the address below providing enough information to allow the Institute to identify you. The Institute may require formal proof of identity (photo ID and recent utility bill) to action your request and where this is requested we must receive it before the Institute is obliged to respond to your request.
INSTITUTE OF LAW
Top Floor, Turner Building,
University College Jersey,
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that our DPO can resolve any query or concern you raise about our use of your information and would ask you to contact us in the first instance to discuss any concerns. You have the right to lodge a complaint to the Jersey Data Protection Authority about the processing of your data by the Institute. Their contact details are:
Jersey Office of the Information Commissioner
5 Castle Street
Tel: +44 1534 716530
Changes to this Notice
The Institute reserves the right to modify this Notice at any time. Any changes will be notified and made available via our website.
Last updated June 2022.