This notice includes sections for:
- people making a complaint or report
- people being reported, and
- witness and respondents.
For the person reporting
Depending on the nature of your complaint, your personal data and any further information we process about you in relation to the complaint will be processed either under UAL’s legitimate interests (GDPR basis 6(1)(f)) to:
- identify, investigate and improve shortcomings in student experience
- identify, investigate and deter behaviour which is against the student code, University policy and/or the law.
Or, as necessary for the performance of a contract (GDPR basis 6(1)(b)) if your personal data is processed to investigate matters which relate to UAL’s obligations to you under the student contract.
You will be contacted for more information and to update you on the progress of your compliant. Once the investigation has concluded you will be told whether it has been upheld or not upheld.
Your personal data relating to a complaint about course quality or the student experience, or a complaint about the conduct of a student, will be retained for 6 years after the conclusion of the investigation.
Complaints about staff conduct will be referred to the staff disciplinary process.
Complaints about student conduct
At all times we must balance your privacy rights with those of any person you have made a complaint against and any witnesses that you or they might call upon. Where a complaint is upheld, we will try to provide you with more information on the steps we have taken as a result, and such information may include whether and in what way action has been taken against individuals. However, we can only assess this on a case-by-case basis while balancing the rights of all those involved. In some cases, the health of individuals may be a factor in the matter being complained about, or in our subsequent response. We will not share this information in any circumstance, nor any information which would risk harm to any individuals.
For the person being reported
Complaints about staff conduct will be referred to the staff disciplinary process.
For students, when you are subject to disciplinary proceedings under the terms of the student contract and Disciplinary Code for Students, please read the following information about how your personal data will be used in this process and what information may be shared.
UAL will process your personal data relating to an investigation under these proceedings under GDPR basis Art.6(1)(b) ‘necessary for the performance of a contract’. This includes information you provide, that is provided about you by others, and information about you that UAL already holds.
As the reporter has identified you, subsequent information shared with them about the progression of these proceedings may include your personal data. On conclusion, we will let the complainant know in writing if their complaint has been upheld, and may share further details about any remedial action or changes to your studies with them verbally. This is in line with UUK guidance on management of complaints and compatible with the Data protection Act 2018. Any such data sharing falls under UAL’s legitimate interests (GDPR Art.6 (1)(f)) to identify, investigate and deter behaviour which is against the student code, University policy and/or the law, and to provide assurance to those making or considering a complaint.
UAL would like to assure you that we will balance your welfare and privacy rights against the interests of the complainant when considering what information to share. We will not release any information which gives an indication of your state of health, or which may result in a serious risk of harm to yourself or others, such as affecting your personal safety. We will avoid providing any form of narrative or biographical information and only share what we consider necessary to communicate what actions have been taken in response to the complaint or whether the complainant is likely to have further contact with you within the University in any form.
Your personal data relating to the investigation of this matter will be retained for 6 years after the conclusion of the case.
For Witnesses and respondents
Complaints about staff conduct will be referred to the staff disciplinary process.
When you agree to be a witness in a student disciplinary hearing or complaint investigation-UAL will process personal data you provide or that it already holds about you under its legitimate interests (GDPR Art.6 (1)(f)) to:
- contact you in relation to these proceedings
- identify, investigate and deter behaviour which is against the staff or student code, University policy and/or the law, and
- identify, investigate and improve shortcomings in student experience].
All paperwork going to the disciplinary hearing panel will be shared with the reported student, including your witness or respondent statement and any supporting evidence you provide. You are not personally required to appear before the panel, but you will be identifiable to the panel members and to the reported student.
Your personal data relating to the investigation of this matter will be retained for 6 years after the conclusion of the case.