Data Protection
Clare's
Data Protection Policy
The
Data Protection Act 1998
The Data Protection
Act 1998 sets out rules for processing personal information. It
applies to some paper records as well as those held on computer.
The Act gives individuals certain rights, and also imposes obligations
on those who record and use personal information to be open about
how information is used and to follow eight data protection principles.
Personal data must
be processed following these principles, so that data is:
-
processed fairly
and lawfully, and only if certain conditions are met
-
obtained for specified
and lawful purposes
-
adequate, relevant,
and not excessive
-
accurate and, where
necessary, kept up-to-date
-
not kept for longer
than necessary
-
processed in accordance
with the subject's rights
-
kept secure
-
not transferred
abroad without adequate protection
Matriculation
On arrival, all first-years
are asked to sign a common Matriculation Form. This will include
the wording:
-
I consent to
the processing by the College and the University of personal
data (including sensitive personal data as defined in the Data
Protection Act 1998) about me for the proper purposes of these
institutions.
-
I undertake
to observe the provisions of the Data Protection Act 1998 in
relation to any personal data I may myself hold and process
as a student of the College and the University, and I agree
to indemnify the College and the University from liability for
any claims or damages that may arise from the processing of
this data.
Admissions
and Student Records
The College processes
personal data to assist in the admissions process, to enable the
provision of education and welfare services to its students, to
facilitate the administration of student accommodation, to provide
up-to-date academic records, to assist in the administration and
collection of fees and charges, to comply with legal and other obligations
(eg health and safety), to facilitate communications and mailings,
to enable the provision of references, to assist with fund-raising
by the College and the University, for alumni activities, and for
research and archive processes.
Information is provided
by the applicants and students themselves (by way of application
forms and other means), and also by third parties such as schools,
local authorities, and examination boards.
In order to ensure
the proper functioning of the College as an institution in the higher
education sector, the College may, from time to time, consider it
appropriate to disclose relevant personal data about applicants
and students within the College to other members of staff, committees
and organisations (such as the UCS and MCR), and also to various
external bodies, including the College Visitor (see Troubleshooting),
appropriate members of staff of the University of Cambridge, other
Cambridge Colleges, inter-collegiate bodies, other educational institutions,
employers and potential employers, professional bodies, funding
bodies, local authorities, and other government and regulatory bodies.
The College may or may not seek further consent to specific disclosures,
depending upon the intended disclosure.
Data
Protection Officer
Clare's Data Protection
Officer is Mr Donald Hearn, the College's Bursar. He will be happy
to answer any questions you may have about data protection issues
in Clare.
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