Close of of a student holding a pen in their hand while studying at a PC

International Relations Team privacy notice

Information you need to know:

The International Relations Department is part of Liverpool John Moores University. See further information on the institution.

Liverpool John Moores University is the Data Controller.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk

LJMU takes your privacy very seriously. This privacy notice explains how we use your personal information and your rights regarding that information. We will always use your data as set out in the principles of the General Data Protection Regulation (GDPR) and all current Data Protection Legislation. We are committed to being transparent about how we collect and use your data and to meeting our data protection obligations.

For information about how the wider University uses personal data please see the Privacy Notice section of our website.

What information are we collecting?

We collect personal data when people apply for, and participate in, any of our inbound or outbound staff or student mobility programmes.

For all inbound mobility programmes we collect D.O.B; gender; home university, name; nationality; programme and level of study. For inbound summer school we also collect passport details

For all outbound mobility programmes we collect, contact details; D.O.B; name; student email address; programme and year of study. For Study Abroad we also collect gender; health and disability data and nationality. For mobility programmes where LJMU book flights (e.g. outbound Summer Schools) we also collect passport numbers and dietary requirements.

Why are we collecting your data and what is the legal basis for this?

LJMU will collect personal data from you for several reasons, and will at all times do so in compliance with the principles of the GDPR, and for one of the legal basis set out in Article 6 of the Regulation.

For inbound programmes we collect this date for the purposes of allocating participants to halls (where appropriate); recording participants on SIS; and supporting students with their visa applications.

For outbound programmes we collect this data to allocate participants to programmes and partners; book flights (where appropriate); claim funding from external bodies; identify and process support needs and inform risk assessments.

The lawful basis for this processing is Article 6 (e) – that it is necessary to perform a public task.

Where we need to process your health information, we obtain your explicit consent under Article 9(2)(a). Where we rely on explicit consent you have a right to withdraw consent and can do so by emailing GoAbroad@ljmu.ac.uk.

Who has access to this data?

Your personal data will be used only by relevant LJMU staff where the data is necessary for them to undertake their designated role.

Examples of relevant staff may include:

  • Your International Mobility Coordinator
  • Your Academic Programme/subject Lead
  • Examples of external parties we may lawfully share information with include:
  • British Council
  • European Council
  • Internship or volunteering host company/provider
  • Partner Universities
  • Travel Agent

How does the University protect your data?

The University takes Data Protection very seriously and at all times your personal data will be handled in line with the University’s Information Security Policy.

All personal data held by the Information Compliance team is held in secure electronic systems. In very rare occasions paper records may be prepared for internal use and these will be stored in our offices within locked cabinets.

For how long does the University keep your data?

For mobility participants we hold data relating to:

  • Programme administration (A12) until the completion of survey analysis;
  • Student Administration and Services (D10 and D11) until the end of mobility +6 years
  • Student Finance Administration (E5) until the end of the academic year +6 years
  • Student recruitment (C4 and C5) until the End of student relationship with LJMU + 6 years

Your rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request, this could be in a portable electronic format;
  • Require the University to change incorrect or incomplete data if you think that it is inaccurate or out of date
  • Require the University to delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing
  • If you would like to exercise any of these rights, please contact the Data Protection Officer DPO@ljmu.ac.uk
  • If your personal data has been provided by consent, you have a right to withdraw that consent at any time and can do so by emailing GoAbroad@ljmu.ac.uk

What if you do not provide data?

If you do not provide us with personal data we will seek to connect you directly with partners with whom you can share the data directly. If this is not an available option, then we may not be able to select you for our mobility programmes

Transfers of data outside the UK

Where we transfer the personal information we collect about you to countries outside the UK in order to perform our contract with you/or a contract with another organisation that requires your personal data i.e. a collaboration agreement with a University based outside of the UK. we will ensure that your personal information is protected by way of an ‘adequacy regulation’ with the UK or by putting alternative appropriate measures in place to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the UK laws on data protection, for example model contractual clauses, data sharing/data processing agreement and binding corporate rules (where applicable).

Automated decision making

We will not make any decisions about you automatically using a computer, based on your personal data. All decisions affecting you will be taken by a human.

How to complain to the Information Commissioner’s Office?

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations.  The Information Commissioner can be contacted:

Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.

Telephone:  0303 123 1113.

Email: contact can be made by accessing www.ico.org.uk