This guidance is for any member of University staff who needs to make sure they have a compliant privacy notice. Please note: The names 'privacy notice' and 'privacy statement' are used interchangeably.
Check existing privacy notices
Consider whether the information you wish to convey is already detailed in one of the University’s existing corporate privacy notices. If so, provide a link to the relevant privacy notice when communicating to a data subject how their personal data will be processed.
Templates for privacy notices
If you work in a School, please check first with your local Data Protection Champion whether the activity for which you require a privacy notice is already included in your School Privacy Notice.
For situations where this is not the case and for all other processing, we have designed templates for some of the most frequent functions that involve the processing of personal data. Adapt these templates as appropriate to make them suitable for your data processing activity.
Note that when someone sends you information of their own accord or makes an enquiry which contains their personal data, you will not need to provide them with a privacy notice. You should, however, delete the information when you no longer need it.
Templates are available for the following activities:
The template for a School privacy notice can be found here:
Generic privacy notice template
If you need a privacy notice for a different purpose than those listed above, customise the generic privacy notice template. The privacy notice comes in two parts. Customise the template (which comprises of five sections) and make it available to your data subjects. An explanation of how to customise each part is linked to in the pages below. The second part is published on the University website and your customised privacy notice must include a link to it.