Module and course evaluation survey privacy notice

Information you need to know

Teaching and Learning Academy 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

If you choose to take part in the module or course evaluation survey, the university will collect information about your experience of the module or course.

This will include your:

  • name
  • student ID number or username
  • email address
  • special category data such as information about your ethnic background

Source of the personal data

Personal data used for module evaluation surveys is taken from the university’s Student Information System to create the survey sample and associated demographic information. Your survey responses are then collected directly from you when you choose to complete the survey.

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.

We collect and use personal data to monitor, evaluate and enhance the quality of our teaching and educational provision. This supports the university’s internal quality assurance processes and helps us meet external academic and regulatory requirements, including those relating to academic standards, Access and Participation Plans (APP) and the Teaching Excellence Framework (TEF).

Personal data used for module and course evaluation surveys is taken from the university’s Student Information System to create the survey sample and enable analysis of survey results. Completion of module evaluation surveys is optional, and students may choose whether or not to participate.

The lawful basis for this processing is Article 6(1)(e) of the UK GDPR - public task.

Students may request the removal of their survey responses after submission by contacting StudentSurveys@ljmu.ac.uk.

Who has access to this data

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

This includes staff within the Teaching and Learning Academy who are responsible for administering the survey and analysing the results for quality assurance and enhancement purposes.

The survey is administered using Explorance, which provides the university’s survey platform.

Explorance acts as a data processor on behalf of the university and processes personal data only in accordance with the university’s instructions and data protection law.

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.

When module and course evaluation results are shared internally for quality assurance and enhancement purposes, they are reported in an aggregated form, and the university takes steps to ensure that individuals are not identifiable from the results.

How long the university keeps your data

Personal identifiers collected for the purpose of administering the survey (such as your name, student ID number or username, and email address) are used only for survey administration. These identifiers are removed from survey files held locally by the university (for example, on OneDrive) once they are no longer required for that purpose.

Survey responses linked to demographic variables are retained on the survey platform server for five years. This information is used to support longitudinal analysis for quality assurance.

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

Taking part in the module evaluation and course level survey is voluntary.

If you choose not to provide your data, you will not take part in the survey, and this will not affect your studies or relationship with the university in any way.

If you do not want to participate in the survey but would still like to give feedback on your course experience, please contact Dr Elena Zaitseva at the Teaching and Learning Academy by emailing StudentSurveys@ljmu.ac.uk.

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.