See My Tutor privacy notice

Information you need to know

See My Tutor is a system developed and operated within LJMU to enable students to book appointments with members of academic staff associated with their programme of study. It enables records of meetings to be kept detailing the purpose of the meeting, key points raised and any associated actions, and for notes to be shared with students.

Liverpool John Moores University is the Data Controller. Further information on the institution can be found on the LJMU website.

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

Information provided by you during meetings on matters relating to or affecting your academic studies. Brief notes of meetings may be taken and may include reference to:

  • academic progress
  • achievements and academic interests
  • academic challenges
  • personal issues that may affect study

The source of the personal data

We collect information directly from you when you use See My Tutor.

Why we are collecting your data and 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 bases set out in Article 6 of the Regulation – in this case, associated with our public task for the provision of Higher Education.

We are collecting this data so that we can provide appropriate advice and guidance to you in connection with your academic studies and, if needed, to support you in accessing support from other services.

Who has access to this data

Your personal data is only accessed by LJMU staff who need it to carry out their roles. This includes your Programme Leader, Module Leader, Personal Tutor, and relevant IT Services staff who provide technical support for the system.

If you change Personal Tutor, any notes from previous meetings will be made available to your new Personal Tutor so they can continue to support you.

Information you share during meetings may be passed to other LJMU services if this would help you access additional support. This will normally be done with your consent.

In rare situations where there is a concern about your safety or the safety of others, information may be shared without your consent.

We may also share information with the police or other law enforcement agencies when required by law - for example, to prevent or detect crime, to assist with the apprehension of offenders, or where there are safeguarding concerns involving you or other members of the LJMU community.

How the University protects your data

The University is committed to keeping your personal data safe in line with data protection legislation and the University’s Information Security and Data Protection Policies.

How long the University keeps your data

Records will be held until the end of your registration as a student with LJMU plus six 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
  • 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

Sharing information with your tutor is voluntary, but the support we can offer depends on what you choose to tell us. If you decide not to provide certain details, we may not be able to give you fully informed advice or identify whether additional support would be helpful.

Transfers of data outside the UK

We will not send your personal data outside the UK.

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:

  • By post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF
  • By phone: 0303 123 1113
  • By email: contact can be made by accessing the ICO website.