27 March 2023
Your privacy is important to us and the University of Southampton is committed to protecting your personal data. This privacy notice provides essential information about how the Student Experience Directorate will use your data. This applies to all students who are intending to graduate or may be eligible for an award; whether they attend a ceremony in person or graduate in absentia.
We will be processing your Data in line with the General Data Protection Regulations (GDPR), UK GDPR and Data Protection Act 2018.
We keep this Privacy Notice under regular review and it may be amended from time to time. You can obtain a current version at https://www.southampton.ac.uk/graduation/index.page.
The type of personal data and sensitive personal data the University may process about you with specific regard to Graduation ceremonies includes:
All the information we process is recorded on your Student Record. Most of this information is provided by you, either during online registration at the beginning of the academic year, or during Graduation registration.
We use the data we collect to carry out the necessary administration relating to your graduation ceremony, to allow you to register for and attend a graduation ceremony, and to deal with any enquiries you have regarding your ceremony.
Gowning
Limited personal data, including your name, student number, ceremony, and course title, will be shared with our gowning supplier to ensure you are able to book your graduation robes online. The privacy notice for our current gowning supplier can be found here.
Photography
Limited personal data, including your name, student number, ceremony, and course title, will be shared with our photography supplier to ensure you are able to book your graduation photography session online. The privacy notice of our current photography supplier can be found here.
Venue
Limited personal information including your name, student number and ceremony may be shared with our venue provider for the sole purpose of ticketing.
Tickets
Limited personal information including your name, email address and number of tickets will be shared with our supplier to fulfil your electronic ticket. The privacy notice of our current ticket supplier can be found here.
Each graduation ceremony is filmed and streamed online on YouTube to allow Graduands, friends and family who are unable to attend the ceremony to watch at home. Graduands have the ability to opt out of being included in the live-stream. The privacy notice of our current livestreaming platform can be found here.
Graduation lists are kept by the University in perpetuity.
We hold any personal data about graduation guests, honorary graduates, fellows and other dignitaries for four weeks following the ceremony.
Documents containing personal information that support the smooth running of the graduation ceremonies, which may include the names of anyone attending a graduation ceremony, will be held for no longer than 24 hours.
Payment details are retained for longer in line with financial regulations https://www.southampton.ac.uk/~assets/doc/finance/financial-regulations.pdf.
Our staff have a legal duty to keep Data about you confidential. There are strict codes of conduct in place to keep your Data safe. Staff abide by the Data Protection Act 2018 and the University Data Protection Policy. We endeavour to ensure that suitable organisational and technical measures are in place to prevent the unlawful or unauthorised processing of your Data and against the accidental loss of or damage to your Data. This includes:
If you would like to access your Data, please make a request in writing to:
The Data Protection Officer, Legal Services, University of Southampton, Highfield, Southampton, SO171BJ
Email: data.protection@soton.ac.uk