If you wish to book guest tickets for your graduation, we will need to share your name, email address, phone number, ceremony date and time, the number of complimentary tickets you order, and any accessible guest seating requirements with our third-party service provider BH Live, which operates the venue we use for graduation ceremonies (the Bournemouth International Centre) and provides associated ticketing services to BU. BH Live uses sub-processors outside of the UK/EEA that are required to provide a level of protection in accordance with UK data protection law. This data will be used only for the purposes of running the graduation event.
With your agreement, we will publish your personal data (your name and course) in information relating to graduation award ceremonies for your course.
We film the graduation ceremony and broadcast the footage on-line both live and after the ceremony. We also take photographs and footage throughout the day of graduation ceremonies and post this on social media.
Before graduation we provide some of your data to Ede & Ravenscroft, who have a contract with BU for provision of gowns to graduating BU students. This enables you to order and pay for your gown through Ede & Ravenscroft’s on-line system.
We publish your name and course details in the graduation ceremony booklet which is available to everyone attending a BU graduation ceremony. We provide Ede & Ravenscroft with your name, student ID number, email address, required graduation gown and the likely date and time of your degree ceremony.
When you register online to attend the award ceremony or choose to graduate in absence you will be asked whether you consent to your data being published in this way. If you do not consent, this will not affect your ability to attend or participate in the graduation ceremony.
- Consent: you have agreed to this processing
Film footage of all of our graduation award ceremonies are broadcast online and will be available to view online afterwards. The film will be live-streamed through the BU website, and will later be available to view on You-Tube. If you have any concerns about this, please contact [email protected] to discuss: however please note that we are unlikely to be able to guarantee your privacy, particularly with regard to the live-stream.
We will also share data with a third-party contractor (Stageclip) so that it can create and provide access to a film clip of your participation in the graduation ceremony. We will provide Stageclip with your name and award (type of degree and programme title), and you email address you provide for this purpose. You will be given access to the film clip they produce of your participation in the award ceremony.
- Consent: you have agreed to the sharing of this data
BU also takes photographs and films throughout the day of the Graduation ceremony, and includes some of these films and photographs in frequent social media posts. Please see our website for our standard information about use of personal images recorded at BU events. However, due to the size and nature of the graduation event we are unlikely to be able to guarantee that we will not include particular individuals in photographs, film or social media on the day. Again, please contact us if you have any queries or concerns about this. We will consider any concerns or objections you have in relation to future use of photographs in our marketing or publicity materials.
In general, you need to be aware that a very large number of people attend our graduation ceremonies, and BU has no control over the actions of attendees with regard to the taking, sharing or other use of either still or moving images.
- Necessary for legitimate interests pursued by BU: celebrating student achievement and providing participants with records of the day, promoting BU, facilitating cost-effective procurement by students of correct graduation gowns.
We will retain your data as collected or generated for the reasons given above, in accordance with our retention policies (see below).
With your consent, we will provide information on request to verify the title, class and date of any degree you have been awarded by BU to third parties such as future employers or other universities. We currently do this through the HEDD service provided by Jisc, and you will be asked to confirm consent to this verification check before it can proceed.
We may continue to process your data within our Careers service (MyCareerHub), if you take up your ability to use this service for up to three years after Graduation. You will be provided with a new graduate log-in for MyCareerHub for this purpose, and will be given updated specific privacy information about processing of your data within MyCareerHub.
You may be contacted with invitations to participate in external national surveys about your student experience at BU as described above.
All postgraduate research students are required to deposit a digital copy of their thesis with BU’s Library and Learning Support Service. Save in exceptional circumstances, theses will be available as open access in BURO, BU’s institutional repository, and on requisition with EThOS.
Your name, contact details and information about the course you followed at BU and the degree you obtained will be transferred into our Alumni database. Please see the separate Alumni and Fundraising Privacy Notice for information about how and why we use this data after you leave BU. You will be able to retain and use your BU student email address for up to three years after you complete your BU course (subject to certain conditions and regular use of your account): we will process your name, email address and information about your access to/use of your email account for the purposes of account management and maintaining security of BU systems and network.
Additional future reasons for processing
In addition to the original basis for processing your data as set out above, there may be situations where the basis for our processing changes over time due to developments in circumstances or in our relationship with you. We may then rely on a legal basis for processing which is not mentioned above.
We may originally process your data on one basis, but then find that it is necessary to retain it and carry out further processing for other reasons even where the original basis no longer applies. For example, we may originally have collected and processed your data on the basis of consent or legitimate interests, but subsequently identify a need to process it for the purposes of managing a legal claim or process, or to protect the vital interests of you or another person. If at any point you have concerns or questions about the basis on which we are processing your data, please contact our Data Protection Officer.