Data Protection Notice - The Courtauld Institute of Art

Data Protection Notice

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Data Protection Notice

Data Protection Notice

Data Protection Notice

This notice is for all students of the Courtauld Institute of Art, University of London and is to confirm that the Courtauld is registered as a Data Controller under the Data Protection Act 1998, and to explain how we use the information that we hold about you (your personal data).

If you wish to obtain further information about the Courtauld’s registration, it can be viewed at (our registration number: Z6896909). Further information can also be obtained from the Information Commissioner’s Office.


You will be asked to confirm various personal and academic details at enrolment to Student & Academic Services.  The Courtauld processes your personal data collected at both the application stage and at annual enrolment for the purposes of:

  • Administration of your studies;
  • Access to, and security of,  The Courtauld’s facilities (including Student Residences);
  • Provision of student support services (such as library, careers, health, counselling, sport, computing, academic support services, advice services and the operation of the Students’ Union)
  • Carrying out statutory duties to provide information to external agencies (see ‘Disclosures’ for further details);
  • Other activities that fall within the pursuit of the  Courtauld’s legitimate business (including the development and maintenance of an Alumni Programme)

This personal data includes your photograph which will be used, where necessary, for the purposes of identifying you in the course of the University’s legitimate business, and will appear on your ID card and the  Courtauld’s IT systems .


Where necessary the Courtauld will disclose, to external bodies, relevant items of your personal data as set out below.

Disclosure to: Details:
Sponsors or funding organisations (including the Student Loans Company where a contract exists or US Loans)

In accordance with the terms of the contract (which usually relate to attendance and progress reports).

This does not include third parties (such as parents) who may be paying for your studies but with whom no formal contract exists.

Professional bodies For the purposes of confirming your qualifications and the accreditation of your course
Work Placement sites or other educational partners involved in joint course provision ( such as the LSE and Kings) Where this is necessary for the purposes of your study.
University of London For the provision of student services such as the Careers Group,  Housing Services, Research Degrees Office, ULU, Diploma Production etc
The Higher Education Funding Council for England (HEFCE) and its agents Such as the Higher Education Statistics Agency (HESA) and the Quality Assurance Agency.  You are also advised to refer to the collection notices on the HESA website:
Student Surveys To collect your feedback
Potential employers or providers of education whom you have approached For the purposes of confirming your qualifications.
Local Government Departments, including Council Tax and Electoral Services For the purpose of assessing and collecting Council Tax and or supporting your registration to vote in elections.
UK Agencies with duties relating to the prevention and detection of crime, apprehension and prosecution of offenders, collection of a tax or duty, or safeguarding national security For example: Benefit or Tax Inspectors, the Police, the UK Border Agency (UKBA) or the Foreign and Commonwealth Office, as necessary, and with consideration of your rights and freedoms.

The  Courtauld may from time to time make other disclosures without your consent. However, these will always be in accordance with the provisions of the Data Protection Act 1998 and your interests will be considered.

Your Rights

Under the Data Protection Act 1998 you have a right to of your personal data held by the  Courtauld.

Any request for such a copy should be made to the Information Compliance Officer ( using the appropriate form.  There is a standard £10 fee payable for such requests.  You also have the right to object to any aspect of the processing of your personal data by The Courtauld.  Any such objection should be submitted in writing to the Information Compliance Officer (Details above).

Your Responsibilities

You have a responsibility to keep your personal details accurate and up to date and should notify Student and Academic Services of any changes.

Students at the  Courtauld may, during the course of their studies, have access to personal information about other individuals.  Students are, and have always been, expected to treat this in a responsible and professional manner. You have responsibilities under the Data Protection Act 1998 for any personal data relating to other people which you may access whilst at the  Courtauld.  This responsibility is in addition to any obligations arising from professional ethics or codes of conduct.  Information relating to an individual’s mental or physical health or other information obtained in the expectation of a duty of confidence should be treated as confidential and generally not disclosed without the subject’s consent.

It is an offence for students to knowingly and recklessly disclose personal data to anyone who is not entitled to receive it or to seek to obtain data to which they are not entitled.  The  Courtauld will take a serious view of any breach of the Data Protection Act 1998 by any of its members, including the consideration of disciplinary action.

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