The University ensures that the personal information of its students and staff is managed in accordance with the Data Protection Act.
Any person who believes that the University of Nottingham is holdings personal information about them can apply to the University to a copy of their information by means of a Subject Access Request
Forms and Information Sheets
Data Protection Policy
Frequently Asked Questions
How do I make a Subject Access Request?
To access the personal information held on you by the University, you should submit a Subject Access Request using our Subject Access Request form.
Please note that the University charges an administration fee of £10 for Subject Access Requests. Payment should be included with your completed Subject Access Request form (please make cheques payable to "The University of Nottingham"). This fee is non-refundable. In addition, you must also enclose proof of your identity – such as a photocopy of your passport, driving licence, or birth certificate.
Please return your completed Subject Access Request form, administration fee, and proof of identity to:
Governance Team – Data Protection
University of Nottingham
Trent Building, A5
If you wish to make a Subject Access Request, please remember that:
- Your Request cannot be processed unless we have also received payment of the administration fee and proof of your identity;
- You should describe the information you need as clearly as possible – if your request is too broad or unclear, we may need to ask you to be more specific;
- You should include your name and an address for a response;
- The Data Protection Act does not give a right of access to information that is not personal to yourself – that is covered under freedom of information;
- The University will aim to respond to your request within forty days;
For all other enquiries, you can email us at:
How will my request be handled?
Please see our information sheet
- although this is written for University staff, applicants may also find it useful for advice on how we will handle requests for information.
Will I have to pay a fee for requesting information?
What if I am unhappy with the way my request is handled?
The University has a complaints procedure should you be unhappy with the way in which your request is handled. If having gone through the University's complaints procedure you remain dissatisfied, you can complain to the Information Commissioner's Office. For full details, please see our information sheet Data Protection Complaints
What advice is there for staff?
The ICO has produced a Code of Practice for Subject Access which we would recommend to staff wishing to find out more about handling requests for personal information.
An online training module for the Data Protection and Freedom of Information Acts is available on moodle. We would recommend that all staff dealing with staff and/or student personal information undertake the training module.
Any school or department may also request a training session by the Information and Records Manager on any aspect of the Data Protection Act.
What other sources of information are available?
The Information Commissioner's Office is the UK's independent authority set up to promote access to official information and to protect personal information. For information on your rights under the Freedom of Information and Data Protection Acts, please visit their website at www.ico.gov.uk
A copy of the full Data Protection Act 1995 is available from the Office of Public Sector Information. Please visit their website at www.opsi.gov.uk
Will you release my information to parents or third parties?
The University’s ‘contract’ is with the student (or applicant) and to disclose information to parents (or third parties), would in most cases be in breach of The Data Protection Act 1998.
If we receive an enquiry from a parent or any other third party regarding one of our students, our response will be to neither confirm or deny that they are a student.
Confirming that an individual is a student at the University would be in breach of the Act, and may in extreme circumstances result in placing an individual in danger. We do understand that parents may be concerned about their son/daughter, and we would be happy to explain any policies or procedures that may be of help.
If you have major concerns about the welfare of your son or daughter and wish to leave contact details/correspondence with us, should the individual be a student here we will endeavour to pass them on and encourage the student to make contact, if the individual is not a student the details will be securely destroyed.