Learner digital engagement privacy notice

Information you need to know

The IT Services 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.

This privacy notice explains how we use your personal information and your rights regarding that information.

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

Information we are collecting

The My Engagement application collects and analyses information about your use of LJMU digital systems and your engagement with your studies. This includes your use of university systems such as Canvas (the virtual learning environment), library services, printing systems, and your recorded attendance.

In addition to this engagement data, a limited amount of personal data is processed to support communication and identification. This includes your:

  • student ID
  • name
  • email address
  • mobile number and student photograph

Source of the personal data

The personal data processed within the My Engagement application is collected directly from you through your use of LJMU systems and services. This includes data generated through your interaction with systems such as:

  • Canvas
  • Library services
  • printing facilities
  • attendance monitoring systems

Personal contact details (such as your name, student ID, email address, mobile number and photograph) are obtained from university student records.

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

We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

The My Engagement application is used to help the university understand how students are engaging with their studies, including their use of digital systems and attendance. This enables LJMU to identify where students may benefit from additional academic or pastoral support and to provide appropriate support where needed.

Information from the system may also be used at an aggregated level to review patterns of student engagement and to inform improvements to teaching, learning resources and the university’s digital services.

The lawful basis for processing this data is Article 6(1)(f) - that LJMU has legitimate interests in monitoring student engagement in order to support student success and enhance the student experience.

Who has access to this data

Your personal data will be accessed by relevant LJMU staff where it is necessary for them to carry out their roles in supporting your academic progress and wellbeing.

This may include:

  • personal tutors
  • level tutors
  • programme leaders
  • directors of school
  • faculty pro-vice chancellors
  • faculty associate deans (education)
  • designated faculty administrative staff
  • selected project staff
  • members of the Executive Leadership Team

The data may be used by these staff to:

  • monitor student engagement
  • provide academic and pastoral support
  • review engagement trends to inform improvements to teaching, learning and digital services

Your personal data is not routinely shared with external organisations.

How the university protects your data

We are committed to keeping your personal data safe in line with data protection legislation and the university’s information security and data protection policies.

Access to your data is restricted to authorised staff based on their role. Role-based access controls are used to ensure that staff can only view the information necessary for their responsibilities, and only at the appropriate level of detail.

Your data is stored on secure university systems and protected by appropriate technical and organisational security measures.

How long the university keeps your data

We will only keep your personal data for as long as it is necessary and in accordance with the university’s Records Retention Schedule. When your data is no longer required, it will be securely deleted or anonymised.

The My Engagement application uses your data during your time as an LJMU student to support engagement monitoring and associated support activities. Personal data will not normally be retained within the application after you leave the university.

Digital usage data may be anonymised and retained for statistical analysis to support the ongoing improvement of teaching, learning and digital services.

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
  • request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
  • request that the university 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 at DPO@ljmu.ac.uk.

If you do not provide data

The My Engagement application does not ask you to provide any personal data but has access to a small amount of the personal data you provide when you enrol with the University.

You are not required to share your personal data with the My Engagement application. However, we cannot report your engagement without that data, so may be less able to provide the support services you require while studying at LJMU.

Transfers of data outside the UK

We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country - for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.

Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.

These safeguards might include:

  • model contractual clauses
  • formal data sharing or processing agreements
  • binding corporate rules

In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.

Automated decision-making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the university

You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

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 using the following details:

  • Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
  • Telephone: 0303 123 1113.
  • Email: contact can be made by accessing the ICO website.