Privacy notice

What information do we collect about you?

When you use the red button, we request the following optional data about you: your name, email address, university student number, course title, academic partner you study at, and a description of the reason for your contact with the service.  Depending on the nature of your enquiry, this may contain personal information. 

How will we use this information?

We use this information in order to process your enquiry and provide you with feedback on the outcome.  Your name and email address is used to respond to your enquiry and provide you with updates on progress towards resolution, where appropriate. Details of your course, academic partner and nature of your enquiry is used to identify where best to take your enquiry forward within the university.

Who we will share your information with

We will share your information individuals connected with your red button enquiry. In resolving issues we also often involve the Quality Manager at your local academic partner.  In responding to your enquiry it is necessary to contact individuals who may know about your enquiry or be able to assist with it.

If you would prefer for your personal details, or portions of your personal details, not to be shared with anyone else, or particular people, please let us know.  In attempting to resolve issues it is often helpful for those involved to discuss the issues directly with you.  However, if you would prefer not to share some or all of your details, please contact us to discuss how best we can help, or if we can raise your enquiry anonymously.  In doing so we would share only the nature of your enquiry, and your course or academic partner, if required, but not your name, email, student number or details that would identify you. 

After your enquiry has been dealt with an anonymous summary of your enquiry, but not your personal details (name, email address, student number, course information or information that would identify you), details is shared with key management, decision makers and students’ association staff for the purpose of service improvement.  Doing so allows us to see if there are recurring trends or themes that could be addressed. If you would prefer that your enquiry details are deleted entirely and not held for this purpose, please let us know. 

We may use your email address to send you a red button user survey to tell us how well we did in handling your enquiry.  Please let us know if you would not like to receive this.

How long do we keep your data for?

A summary of your red button enquiry, including your initial email and the resolution email are kept for three years, unless you request that they are destroyed upon resolution of the enquiry. 

How we keep your data accurate

Once red button enquiries are resolved, the enquiry is closed.  However, your student details are kept up to date via our student records system, and may be checked using your student number at any point during the resolution of your enquiry.  If any of your details change during the resolution, please contact us and we will change our records.

How do we keep your data secure?

During the resolution of your enquiry, details are shared only within our secure university email system and our secure IT system (known as SharePoint). Most enquiries are handled within our email system, with emails deleted after resolution. A summary of the enquiry is then stored within SharePoint. Enquiries we regard (or you request) as containing sensitive information are handled entirely within SharePoint. In these cases , access to your files is only available to the staff involved in dealing with your enquiry. After resolution, summary information is stored on SharePoint.  

Agreement to process and store your data

By using the red button service, you are agreeing to the use of your data as outlined in this privacy notice.  If you would prefer for one or more of the following:

  1. Your personal details not to be shared with other staff involved in resolving your enquiry
  2. Your enquiry details to be deleted after resolution
  3. A summary of your enquiry not to be retained or shared with relevant staff for the purpose of service improvement.
  4. Your email not to be retained to send you a red button user survey.

Please let us know and we will act on your wishes.

If you would prefer not to supply equality information, please leave those sections of the form blank. 

Access to Personal Information

Under the Data Protection Act 1998 and GDPR, you may request a copy of any information we hold about you. If you wish to request access to your information, please contact the red button service at redbutton@uhi.ac.uk or the Data Protection Officer: foi@uhi.ac.uk

March 2018