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An organisation must give or otherwise make ‘readily available’ to data subjects, fair processing information (“Fair processing information”) including the following (see Paragraph 2, Schedule 1, Part II Data Protection Act 1998):

  • the identity of the organisation
  • the purpose(s) for which it will process their information
  • any further information which is necessary, taking into account the specific circumstances in which the information is or is to be processed, to enable processing in respect of the organisation to be fair.

The Information Commissioner’s Office (ICO) suggests telling data subjects:

  • the likely consequences of such processing so that the data subjects are able to make a judgement as to the nature and extent of the processing
  • whether particular disclosures can be reasonably envisaged
  • if there are third parties that you might routinely need to transfer data to
  • if any of the processing is likely to take place outside the EEA
  • if there are likely to be any unusual or not obvious uses made of the data.

Unsatisfactory Quality Scheme (UQS) privacy notice

HEFCE funds and regulates universities and colleges in England. We invest on behalf of students and the public to promote excellence and innovation in research, teaching and knowledge exchange. We also undertake projects on behalf of other funding bodies which will affect the UK as a whole.

Find out more information about HEFCE and the work that we do

HEFCE is registered as a data controller with the Information Commissioner’s Office (ICO). Our registration number is Z6366704 and you can check our entry details on the ICO’s website.

The Unsatisfactory Quality Scheme (UQS) is designed to receive, consider and investigate concerns about the integrity of degree standards and the quality of the student academic experience. 

We will collect the following personal information:

  • Name
  • Address
  • Email address
  • Telephone number
  • Current provider or employer name
  • Current provider or employer UKPRN
  • Region
  • Job title
  • Employment dates
  • Course name
  • Fee status classification
  • Course dates
  • Previous complaint history.

Sensitive personal information provided to us

We will not routinely collect sensitive personal information about you; however, you might send us supplementary documents that contain sensitive personal information about yourself if you consider that it is evidence to support your complaint. 

Sensitive personal data means personal data consisting of information about an individual’s:

  • racial or ethnic origin
  • political opinions
  • religious beliefs or other beliefs of a similar nature
  • trade union membership
  • physical or mental health or condition
  • sex life
  • criminal record.

Please see the Data Protection Act for more detailed information

How we will use your personal information

We will use the personal information provided to communicate with you and to form judgements about whether a complaint meets the criteria to be considered under the Unsatisfactory Quality Scheme and, if it does meet the criteria, to use that information as necessary within the Unsatisfactory Quality Scheme. 

Sensitive personal information that is not relevant to the complaint will be destroyed immediately. Sensitive personal information that is considered by the UQS case manager to be relevant to the complaint will be securely stored within the case file and used to assess and process the complaint.

How we will look after your personal information

Personal information will be stored on HEFCE’s secure systems which are accessible, through secure log-in, only to members of the UQS team. 

Sharing your personal information

If we consider that the issue is within the scope of the UQS and meets the criteria for acceptance we will normally make contact with the provider. We will use discretion in dealing with the complaint. However, we are not able to guarantee confidentiality. In most cases, the complaint will already be known to the provider, and any conversation that we have with an institution about a complaint will, in all likelihood, lead to your identity being deduced.

Should a complaint lead to a full investigation under the Unsatisfactory Quality Scheme, information collected will be shared with the Quality Assurance Agency. We will not pass on your name or contact details but the case file may contain contextual information, including sensitive personal information, where it forms a relevant part of the evidence base.

In order to promote good practice we may share anonymised summary case information with the Office of the Independent Adjudicator or the Competition and Markets Authority. We will not pass on your name or contact details, or contextual information that contains personal information, without obtaining prior permission.

We will not disclose your information to any other organisation except where required to do so as part of our functions or by law.

When we will destroy your personal information

We will destroy personal information in accordance with our retention schedule. This will normally be five years after the final decision has been communicated to you and, if relevant, the provider.

Sensitive personal information that is not relevant to the complaint will be destroyed immediately. Sensitive personal information that is considered by the UQS case manager to be relevant to the complaint will be destroyed in accordance with our retention schedule. This will be five years after the final decision has been communicated to you and, if relevant, the provider.

Access to your personal information and correcting any inaccuracies

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please use the request form on our website

Alternatively you can email dp@hefce.ac.uk or write to us at the following address:

Private and Confidential

Data Protection and Information Manager

HEFCE, Nicholson House

Lime Kiln Close

Stoke Gifford

Bristol, BS34 8SR

We may make a small charge for this service and we may also need to verify your identity before providing your personal information.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

How to contact us to discuss this privacy notice

Please contact us if you have any questions about this privacy notice or the information we hold about you using the contact details provided above.

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Changes to this privacy notice

We keep our privacy notices under regular review and we will place updates on the HEFCE website.

UQS privacy notice v1 - August 2017

Page last updated 8 September 2017