Privacy Notice for the Student Survey (annual survey)

Your Personal Data

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to the annual Student Survey. This privacy notice will explain how The University of Glasgow will process your personal data.

Why we need it

We are using your basic personal data, which is stored in the University’s Student Record System (MyCampus), such as name, and email address and, limited special categories data, i.e. disability and ethnicity, and joining these to your survey response  The purpose of doing this is to help the University better understand the student experience during each academic year and monitor progress made over time and allow the University to plan and monitor across a number of areas such as class design; future assessment methods; teaching delivery; improving student support; and how we use our campus. We will only use the data that we need in order to provide and oversee this service to you.

In summary, the 3 sets of data we will use are the details we need in order to email you the survey; the responses collected from you from the survey; and the MyCampus data set which will be linked to your survey responses.

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance, the legal basis for processing your personal data for the student survey is:

Legitimate interests – there is a legitimate interest in asking  you to complete this survey to ask questions about  your experience of learning and teaching and services with a view to making improvements for current and future students.

This is because we are seeking to understand different challenges and experiences of subpopulations across these characteristics, with a view to making improvements.

The legal basis for processing your special category data, such as any disability and ethnicity data retrieved from your student record and matched to your survey response is:

Substantial public interest   We are using GDPR Article 9(2)(g) as it meets one of 23 substantial public interest conditions, detailed in 2018.

I.e., Item 8 ‘Equality of opportunity or treatment’ condition is valid for our use as condition 8(1)(b) states:

”is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified in relation to that category with a view to enabling such equality to be promoted or maintained”
This is because we are seeking to understand different challenges and experiences of subpopulations across ethnicity and disability, with a view to making improvements.

What we do with it and who we share it with

  • All the personal data you submit is processed by staff at the University of Glasgow in the United Kingdom.
  • Qualtrics is a third party processor. This is the survey software we use to contact you to ask for your survey responses so they will hold some of your personal data, such as your name, contact details and your responses to survey questions.

In addition,

  • No identifying information will be used in the outputs of these statistical activities. Individuals will not be identifiable.
  • The aggregated, anonymised results will be shared with relevant University of Glasgow staff

How long do we keep it for

This raw data will be retained for two years after the publication of the results to help understand the relationship between student experience and student outcomes such as degree awards and progression into employment or further study.  After this time, the raw data will be securely deleted in both the Qualtrics survey software and the data warehouse.

Aggregated summary output data will not be deleted to allow for trend analysis.  No identifying information will be used in the outputs of these statistical activities. 

What are your rights?*

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability.

If you wish to exercise any of these rights, please contact

*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out. 


If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter.

Our Data Protection Officer can be contacted at

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO)

Updated 20.04.2023