Privacy notice: Lancaster University and Frontline
Purpose of information sharing
Lancaster University and Frontline are entered into partnership to deliver:
- Approach Social Work, a three-year programme leading to the Lancaster award of a PGDip in Social Work at the end of year one (or PGCert in Social Studies as an exit award) and an MA in Advanced Relationship Based Social Work Practice with Children and Families at the of year three.
This Privacy Notice applies to participants while registered as students of Lancaster University (which is to say in years 1 and 3 of Approach). As part of the delivery agreement, the sharing of data to provide effective programme and student registration management is required. This includes course administration support, student welfare, disability and academic support services, assessment moderation, student progression and academic awards, and assessment and curriculum approval activities.
Personal data relating to enrolled students will be shared between Frontline and Lancaster University on an ongoing basis to enable a range of standard programme administration and student support activities.
The purpose of information sharing in this partnership serves to:
- Enable registration of students at Lancaster University selected for admission to the programme by Frontline;
- Enable provision of student support, including but not limited to academic, wellbeing and disability support;
- Ensure effective tracking of student progress, recording of marks and awards, and informing progression panels;
- Information required for the fulfilment of policies, processes and procedures;
- Enable Frontline staff to access Moodle VLE for course delivery and student assessment purposes;
- Fulfil obligations to relevant social work and higher education regulators;
- Ensure lawful and contractual compliance on Higher Education student records, in line with QAA record integrity regulations; and
- Comply with internal and external audit and statutory return requirements from government and related organisations such as Higher Education Funding Council for England (HEFCE), Office for Students, Department for England and Social Work England.
Sharing information is essential to an effective and cooperative partnership between Frontline and Lancaster University. The sharing of student data will also enable timely administration of effective student support and that student access to support and facilities associated with being a Lancaster University student.
Full information
To see the full privacy notice for Lancaster University and Frontline, including details of data retention, please see the following policies of how each institution utilises, shares, retains and safeguards your data.
Information shared
In order to undertake this work, Frontline and Lancaster University may share the following data in relation to prospective, new and existing students enrolled on the programme. Information shared between the institutions will be held with appropriate technical safeguards in place, working to the ISO27001 standards and controls for Information Security.
| Information shared from Frontline to Lancaster University | Information shared from Lancaster University to Frontline |
|---|---|
| Address including postcode | Academic Appeal applications and evidence |
| Assessment extension approvals and outcome of Exceptional Circumstances Panel decisions including minutes | Assessment results from Frontline modules and Recognition of Prior Learning credits |
| Assessment results from Frontline modules and Recognition of Prior Learning credits | Completed health assessment forms |
| Attendance | Degree programme and year of study |
| Confirmation of satisfactory Disclosure and Barring Service (DBS) clearance | Details of complaints received and evidence to support investigations |
| CVs of teaching and assessing staff, including external markers and consultant social workers | Disability |
| Date of birth | Email address |
| Degree programme and year of study | Emergency contact details |
| Details of complaints received and evidence to support investigations | Ethnicity |
| Disability | Exam board documentation and information |
| Email address | External Examiner reports |
| Emergency contact details | Full name |
| Ethnicity | Frontline Salesforce ID number |
| Evidence of right to study and work | Gender |
| External Examiner reports | Inclusive Learning and Support Plan |
| Frontline Salesforce ID number | Information required for following procedures and completing processes such as Fitness to Practise, Fitness to Study, Academic Malpractice, and Academic Appeals |
| Full name | Lancaster Student ID number |
| Gender | Occupational Health requirements |
| Health assessment forms | Outcome of any reviews undertaken in relation to a participant including panels |
| Information required for following procedures and completing processes such as Fitness to Practise, Fitness to Study, Academic Malpractice and Academic Appeals | Photographic identification |
| Intercalation requests and supporting evidence where appropriate | Referral for potential disability assessment |
| Lancaster Student ID number | Student assessments for marking and moderation purposes |
| Nationality | Student progression and award information |
| Notification that a declaration has been received, in the event of self-declaration of subsequent criminal convictions after Lancaster University registration | Supporting evidence for health and disability assessments |
| Occupational Health requirements and/or assessment report | Wellbeing and/or mental health needs which may require additional support actions |
| Outcome of any reviews undertaken in relation to a participant including panels | |
| Prior attainment/entry qualifications and grades relevant to programme admission (E.g. Undergraduate degree qualification / PG Dip qualification) | |
| Referral for potential disability assessment | |
| Student assessments for marking and moderation purposes | |
| Student progression and award information | |
| Student survey results (anonymised) | |
| Supporting evidence for health and disability assessments. Transfer information | |
| Wellbeing and/or mental health needs which may require additional support actions | |
| Withdrawal Information |
This list is not exhaustive. Where additional information sharing is required in addition to the fields listed, this will be considered on a case-by-case basis, in consultation with managers responsible for Information Governance at both institutions.
Legal requirements, processing and duty to share
Personal data shall be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) subject to implementation of the appropriate technical and organisational measures required by this Regulation in order to safeguard the rights and freedoms of the data subject (‘storage limitation’). Data will be provided for legal requirements and statutory returns required by HEFCE, HESA, OfS, HCPC and Social Work England.
The information will be processed under one or more of the following lawful basis:
- UK GDPR – Article 6(a) Consent
- UK GDPR – Article 6(b) Contract
- UK GDPR – Article 6(c) Legal Obligation
- UK GDPR – Article 6(e) Public Task
- UK GDPR – Article 6(f) Legitimate Interests
- UK GDPR – Article 9(2)(a) Explicit Consent
- UK GDPR- Article 9 (2)(c) Vital Interests
Data subject rights
GDPR grants the following rights regarding your personal data:
- to have access to your personal data
- to have inaccurate or incomplete personal data amended
- to have your personal data deleted (this will only apply where the organisation holding your personal data has no legitimate reason for holding it in an identifiable form)
- to restrict the use of your personal data
- to request information in a digital form so that you can provide it to other organisations
- to object to automated decision making and profiling
- to withdraw consent when we have used consent as the basis for your information
These rights are not absolute and will not apply in all circumstances. To learn more about your rights please refer to the University’s webpages.
For information on how to invoke your rights with Frontline, please refer to Frontline’s privacy statement.
Points of contact at Lancaster University and Frontline
Pauline Mullings, Legal and Compliance Manager: Pauline.mullings@thefrontline.org.uk
Mike Abbotts, Information Governance Manager: michael.abbotts@lancaster.ac.uk