Privacy Statement

Where does the Chaplaincy Service get your personal data? 

We obtain personal data about you from the following sources: 

• From you when you register with us and/or the University.
• From your school office, including Student Adviser, Student Support Officer, Cohort Leads, Supervisor or another University support service (including Student Counselling Services, Student Disability Services, ResLife, Wellbeing Service).
• From a third party (such as parent/guardian, spouse, carer, or friends). When we obtain personal data about you from third-party sources, we will aim to ensure that the third party has lawful authority to provide us with your personal data.

For what purposes do we process your data? 

Your personal data will be used by the University to ensure that during episodes of poor health or wellbeing you are properly supported, either for the duration of your challenge(s) or your total study period. 

What is the Legal Basis for processing your personal data? 

There are various legal bases for our use of your information. Here is a brief explanation of the key legal bases under which we use your data: 

• Performance of your student contract – on many occasions the Service and University will process your data to enable it to meet its commitments to you, e.g., those relating to wellbeing support.
• Protecting the vital interest of yourself or another – sometimes in extreme circumstances the University will have to release information to protect your interests or the interests of others, e.g., in medical emergencies.
• Comply with legal obligation – the University has legal obligations to provide your personal data to others – e.g., complaint against the University.
• Consent – the Service will process certain data only with your consent, e.g., sharing information with a parent, spouse or carer. 

How is information about you shared? 

Relevant information will be shared with University staff who need to provide a service to you under the terms of your contract. This is to ensure there are no points of failure in the reactive support we provide to you. This could include Case Review Committees, Student Counselling Services, Student Disability Services, ResLife Services, Student Advisers, Wellbeing Advisers, Cohort Leads, relevant teaching staff, and/or University Security. 

With your consent, we may share details of your support with your GP or health practitioner, or a third party, such as your parent/guardian, spouse or carer.

In cases of life-threatening emergency, your information may be shared with the NHS and/or Police Scotland. We will follow existing University policy on how and when to get in touch with your Trusted Contact, as shown in Student Guidance: Contacting your trusted contact.

Privacy Statement: Photographic images and Video 

The personal information (this may include your name and identifying information, your photographic image or video) you provide as part of this event, video shoot or activity will be used by the University to promote our activities to prospective and current students and staff. This will be used in our printed publications and on digital channels, including websites and social media.

We will use this on the basis of our legitimate business interest to record and promote our work. We will inform you that we will be capturing and using your image and make this privacy statement available to you.

Where we use your image online this will inevitably be subject to international data transfer and we may also share your personal information to agencies which operate outside of the UK. Where you provide information that enables you to be identified we will seek your consent to publish this identifying personal data.

All personal information/images that we collect are held securely on the University’s servers and treated as confidential.

These will be kept by the Chaplaincy Service at the University of Edinburgh. We will record where they are used and we will hold your image for up to ten years.

We do not use profiling or automated decision-making processes. Some processes are semi-automated (such as anti-fraud data matching) but a human decision maker will always be involved before any decision is reached in relation to you.

Contact

 If you have any questions, please contact us.

Chaplaincy@ed.ac.uk

Continued privacy notice 

The full second half of this Privacy Notice can be found here: 

Edinburgh University Continued Privacy Notice 

The University maintains several other privacy notices that are specific to services delivered.