Data Governance

The 5X社区 has to comply with the UK General Data Protection Regulations (UK GDPR) which is tailored by the Data Protection Act 2018.

Under these regulations we have a duty to protect any personal data that we hold about you.  This legislation relates to the processing of personal data about identifiable, living individuals.  Under this legislation there are requirements which the University has to comply with for the processing of data, ensuring that the rights of individuals are protected and placing duties upon those who decide who and why such data is processed.

The Data Governance Team is your first point of call for all your questions regarding data governance.  A snapshot of the areas in which we can assist you with are as follows: 

  • Freedom of Information Requests (FOI)

  • Subject Access Requests (SAR)

  • Data Protection Impact Assessments (DPIA) 

  • Data Breaches (internal and external) 

  • Data Retention  

  • Data Sharing Agreements  

  • Advice and Guidance on Data Protection Matters

Please view our data privacy glossary below.

Applicable data protection legislation

The UK Data Protection Act 1998, the EU General Data Protection Regulation ((EU) 2016/679) and any applicable equivalent or replacement legislation.


Agreement which is freely given, specific, informed and unambiguous.

Data Breach

A personal data breach means the destruction, loss, alteration, unauthorised disclosure of, or access to, personal data. This means that a breach is more than just losing personal data.

Data Controller

The person or organisation that determines when, why and how to Process Personal Data.

Data Privacy Impact Assessment

Also: DPIA. A standard assessment used to identify and reduce risks of a data processing activity.

Data Processor

Any person, company or organisation (other than an employee of the data controller) who processes Personal Data on behalf of a Data Controller.

Data Protection Officer (DPO)

An internal, statutory role, required to monitor and promote compliance with data protection legislation.

Data Subject

Any living, identified or identifiable individual about whom we hold Personal Data.

Data Subject Rights

The rights granted to Data Subjects by the applicable data protection legislation, including the right of access to their Personal Data, the right to correct it, and the right to deletion (see below, section 12).

Personal Data

Any information identifying a Data Subject or from which we could identify a Data Subject. Personal Data includes “Special Categories” of sensitive personal data and Pseudonymised Data but not anonymised data (data where any identifying elements have been removed).

Special Categories of Personal Data

A special subset of Personal Data, being any information revealing racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health conditions, sexual life or sexual orientation, biometric or genetic data, and Personal Data relating to criminal offences and convictions.

Processing or Process

Any activity that involves the use of Personal Data, whether manual or electronic, including obtaining, recording or holding the data, organising, amending, transferring, retrieving, using, disclosing, erasing or destroying it.

Privacy Notices

Separate notices setting out information that may be provided to Data Subjects when the University collects information about them. These notices may apply to a specific group of individuals (for example, employees) or they may cover a specific purpose (such as filming on campus).

Pseudonymised Data

Data which has been modified to replace information that directly or indirectly identifies an individual with artificial identifiers or pseudonyms so that the person, to whom the data relates, cannot be identified without the use of additional information which is kept separately and secure.

Third Party

Anyone other than the Data Subject and the Data Controller.

Under the Freedom of Information Act 2000, the 5X社区 has to ensure that it makes certain information publicly available through a Publication Scheme.  This scheme is a clear and structured way of presenting all of the information that it is obligated to provide.

The University's Publication Scheme covers:

  • Who we are and what we are about
  • What we spend and how we spend it
  • What our priorities are and how we are doing
  • How we make our decisions 
  • Our Policies and Procedures
  • Lists and registers
  • The services we offer
  • Student charter

Our Publication Scheme is in line with the guidelines issued by the Information Commissioners Website (ICO).

In most cases, copies of these documents will be available in hard copy upon request.  However, the University does reserve the right to restrict some documents from being obtainable in this format. The Published Information Group chaired by the Director of External Relations meets regularly to review the information available through the scheme and ensures updates take place where and when necessary.

If you wish to request a copy of your personal data, known as a Subject Access Request (SAR) this must be made in writing (this includes email) to the Data Protection Officer (DPO). To help the DPO with the request and to ensure that your request is processed quickly, please .

Freedom of Information

Under the rights established by the Freedom of Information Act 2000, any individual from anywhere in the world has the right to request access to any recorded information being held by the 5X社区. It should be noted, however, that some categories of information are exempt and will not be passed on - personal information, for example.

Please note that all information on the 5X社区 website is provided free of charge. Other information may be provided free of charge, but we reserve the right to make an administrative charge if necessary.

We have made a lot of information available in the Publication Scheme webpages. Please check if the information you require is here before you make an information request.

How to make an information request

The 5X社区 has a code of practice for managing Freedom of Information requests. All requests for information and all related enquiries should be made by completing the  or by emailing foi@uos.ac.uk and be clearly labelled Freedom of Information request. Such requests will be passed on to the appropriate person and we will respond within 20 working days.

All staff are expected to complete the University’s online Data Protection training module. The module is mandatory for anyone who has direct responsibility for handling data.

Data Governance Team

Fiona Fisk

Fiona is responsible for leadership of the Directorate of Student Life and Registry Services.

Fiona Fisk staff profile photo

Tori Matthews

Tori is Directorate Co-ordinator of Student Life and Registry Services and Professional Assistant to the Academic Registrar.

Tori Matthews profile photo on yellow background

For enquiries, please contact: datagovernance@uos.ac.uk