LJMU graduation ceremonies privacy notice

Information you need to know

The LJMU graduation ceremonies are run by 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

LJMU collects personal data to enable the organisation and delivery of its graduation ceremonies.

We use your name, programme or award details, and contact information in order to invite you to a graduation ceremony and to manage event arrangements.

During the ceremony, your name and degree or award will be announced, and your name and programme details will appear in the official souvenir programme.

Graduation ceremonies are filmed. This includes footage of you receiving your award on stage. The footage will be livestreamed on the university’s website, uploaded to the university’s YouTube channel, and made available for purchase as a souvenir recording after the event.

Photographs will also be taken during the ceremony, including photographs of you receiving your award. These images may be used by the university for promotional and communications purposes.

Source of the personal data

Personal data used for graduation ceremonies is primarily obtained from the university’s student records. This includes information you have provided to LJMU during your studies, such as:

  • your name
  • programme details
  • contact information

In some cases, additional information may be provided directly by you, for example where you update your contact details or make specific arrangements relating to the ceremony.

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.

Personal data is processed to organise and deliver graduation ceremonies, including inviting graduates to the event, managing ceremony arrangements, and publishing programme information.

The university also records and captures graduation ceremonies for a number of legitimate purposes. This includes enabling friends and family to view the ceremony, providing graduates with a souvenir of the event, and allowing participation by those who are unable to attend in person through livestreaming or recorded footage. The lawful basis for this processing is Article 6(1)(f) UK GDPR (legitimate interests).

Photographs and video footage from graduation ceremonies may also be used by the university for marketing and promotional purposes. Where this occurs, it is on the basis of the university’s legitimate interests in promoting its activities and celebrating student achievement. You have the right to object to this use of your personal data, and you can make staff aware at the event if you do not wish to be included in promotional materials.

Who has access to this data

Your personal data will be accessed only by relevant LJMU staff where this is necessary for them to carry out their role in organising and delivering graduation ceremonies.

This may include staff within the university’s Corporate Communications and events teams, as well as staff within your faculty involved in organising and managing the ceremony.

Personal data is also shared in limited and specific ways as part of the public nature of graduation ceremonies. This includes:

  • graduating students’ names and award details being visible to students and guests attending the ceremony, for example through the souvenir programme
  • members of the public who watch the ceremony via livestreaming or who view recorded footage on the university’s YouTube channel
  • the university’s official gown hire partner, Ede and Ravenscroft, for the purposes of organising academic dress
  • filming, photography, and video production partners engaged by the university to record the ceremony

The university may also share personal data with trusted external suppliers who support the delivery of graduation ceremonies, such as the printing of tickets and seating cards. These organisations act on the university’s behalf under contractual agreements and are required to protect personal data in line with UK data protection law.

How the university protects your data

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

Personal data used for graduation ceremonies is held securely within university systems and is accessed only by authorised staff involved in organising, delivering and recording the event. Access is restricted to those who need to use the information for legitimate purposes, such as ceremony administration, communications, and media production.

Photography and video footage from graduation ceremonies are processed by the University and its authorised partners using secure systems. Images and recordings are stored on password protected platforms and are subject to role based access controls. Where external photographers or video production partners are used, they are required to handle personal data in line with contractual data protection and confidentiality obligations.

Where identifiable images or footage are used for marketing purposes and consent is required, records of consent are stored securely, and access is limited to authorised staff.

Appropriate processes are in place to remove images or footage where consent is withdrawn.

How long the university keeps your data

Records held in relation to the organisation of Graduation will be kept for one year after the ceremonies.

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 your personal data has been provided by consent, you have a right to withdraw that consent at any time.

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

You are not required to attend a graduation ceremony in order to receive your degree or award. Attendance at graduation is optional.

If you choose not to attend, or you do not wish to be included in the ceremony programme, alternative arrangements for receiving your award will be made by the university.

Graduation ceremonies are public events and include the announcement of names and the filming and broadcasting of proceedings. If you have any objections to the use of your personal data during the ceremony, such as the announcement of your name, filming, photography or broadcast of the event, you should contact the Graduation team in advance at graduation@ljmu.ac.uk so that appropriate arrangements can be discussed.

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.