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Privacy Notice for Graduation

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Privacy Notice for Graduation


The General Data Protection Regulation (GDPR) came into force in May 2018. GDPR and governs the way that organisations use personal data. Personal data is information relating to an identifiable living individual. Transparency is a key element of the GDPR and this Privacy Notice is designed to inform you:

  • how and why the University uses your personal data,
  • what your rights are under GDPR, and,
  • how to contact us so that you can exercise those rights.

This Privacy Notice relates to graduation. Please also see the Privacy Notices for students and alumni.

  • Why are we processing your personal data?

    It is necessary for the University to process your personal data in order to ensure that:

    • You are invited to your graduation ceremony
    • You are able to book and pay for your tickets
    • Your name appears in the Graduation ceremony booklet
    • Your name appears on the Class of ... t-shirt
    • You have an opportunity to feedback on your graduation experience
    • We are able to respond to any questions you may have related to your ceremony, and forward your query to another department if it’s not graduation related (eg certificate queries)

    Under the General Data Protection Regulation (GDPR) our processing is necessary for the performance of your student contract and for the legitimate interests of the University. We are now required to collect additional data relating to the bill payer when processing payments online as a result of the EU Payment Services Directive (PSD2). This data collection is deemed necessary and complies with Article 6 (1) (f) of the GDPR.

  • All graduates

    Whether attending or not attending a graduation ceremony, your

    • name, college, award title (but not your classification) will be included in the University's graduation ceremony booklet
    • name and college will be printed on the University's 'Class of ...' t-shirt

    If you object to the publication of your personal data, tick the opt-out boxes on the 'check and amend my details' screen in My Student Record or send details in by email to the Graduation Office, to be received no later than 23 April 2021.

    Graduation dates are on the public graduation website.  We will not share specific graduate information with anyone contacting the office, this includes booking tickets. Should you want us to speak to another individual on your behalf regarding your ceremony you will need to let us know by email, from an email address registered with the university, the name of your proxy.

  • Graduates attending a graduation ceremony

    Graduation is a memorable public statement of students' achievements and the following features are considered to be essential parts of the ceremony.

    Your name and award title (but not your classification) will be read out at the ceremony immediately prior to you walking across the stage.

    You'll be filmed at the ceremony for the University's graduation DVD, Digital Ceremony Downloads and Social Media Clips. This content will be hosted and available for sale online at The film may also be shown at future graduation events and receptions. The event will also be shown live as a webcast.

    Crowd shots will be taken by the University's photographers, which may include images of yourself and your guests.

    If you attend a graduation celebration such as a prizegiving ceremony, distant images of yourself and your guests may be publicly available on the University website via a webcam.

    It's possible that television companies may be present to interview honorary doctors and other VIPs, or to film the event generally. If you don't wish to appear on television, you should maintain your distance from any filming taking place.

    During the ceremonies and celebrations, the University photographers will be present. They will be using the opportunity to take individual and group shots to be used on the graduation website and on the University's social media channels, for future graduation brochures and booklets, and for marketing and promotion in the UK and overseas.

    Visual images may be used in both printed and electronic format and will be used for no longer than three years. Verbal consent will be sought from you and your guests for close up pictures prior to photographs being taken. If you don't wish for your photograph to be taken, you should tell the photographer when consent is requested.

    Information relating to disability and access needs will only be used to make reasonable adjustments at the ceremonies. This information will not be shared with any other department within the university, and will be deleted from our records after the graduation ceremonies.

  • Retention of your personal data

    Information relating to attendance at your ceremony is saved on your record permanently, your payment information for a maximum of 7 years, information provided for a visa support letter for 1 year and special requirements are deleted immediately following the ceremonies.

    In addition to this Data protection notice for graduates, the University has an updated Alumni Privacy Notice which sets out what data is held and how it is used by the University after graduation. You can find the Alumni Privacy Notice here.

  • Data Subject Rights

    One of the aims of the General Data Protection Regulation (GDPR) is to empower individuals and give them control over their personal data.

    The GDPR gives you the following rights:

    • The right to be informed
    • The right of access
    • The right to rectification
    • The right to erase
    • The right to restrict processing
    • The right to data portability
    • The right to object
    • Rights in relation to automated decision making and profiling

    For more information about these rights please see here.

  • Contact Us

    • If you would like to request copies of your personal data held by the University please see our info about SARs (a subject access request).
    • If you would like to exercise your other rights (e.g. to have inaccurate data rectified, to restrict or object to processing) please contact our Data Protection Officer.

    You should contact the Graduation Office if:

    • you have a query about how your data is used by the Graduation Office
    • you have a query about how your data is used by the University

    Graduation Office
    Bryan Nicholson Building
    Sheffield Hallam University
    S1 1WB
    Telephone: 0114 225 5353

    You should also contact the Data Protection Officer if:

    • you would like to report a data security breach (e.g. if you think your personal data has been lost or disclosed inappropriately)
    • you would like to complain about how the University has used your personal data

    Data Protection Officer
    Governance Services
    City Campus
    Howard Street
    S1 1WB

    Telephone: 0114 225 5555

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