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Your data

Find out what personal data we hold about you, how we protect your data and how to update your details

Why we need your data

Your personal details are held in order to manage your course of study and communicate with you about everything from exam scheduling to your graduation day itinerary.

We need to keep a record of some of your personal details, including your name, address, and citizenship or visa status, in order to manage the administration of your course and your welfare.

The use of your data is governed by the Data Protection Act 2018 and the General Data Protection Regulation, to make sure your personal information is protected. For more details of how we process your data, please see the Data Protection Statement for Students.

How to update your personal details

You can check if your details are up to date by visiting your Student View.

 

Name, title, pronouns and gender 

If you have changed your name legally, by marriage, divorce, deed poll etc, or if your name is incorrect on your record, you should email [email protected] with one of the following documents showing your correct your name: 

  • your driving licence
  • your passport
  • your birth certificate, marriage certificate or change of name certificate

 

Updating your details for reasons of gender expression

Read our gender identity and expression guidance here.

To change your name please submit the form below.

Name change form

 

If you would like to update your preferred name or pronouns you can do this in your Student View account. 

 

Contact details

If you've changed your email, home address, phone number and emergency contact details, you can update this in your Student View. It is important that you keep this information up to date and record any changes as soon as possible.

 

Disability or ongoing medical condition

It's important that you let us know if you have a disability or ongoing medical condition that may affect your studies. You can do this in your Student View account or contact the Disability Advice team.

 

Graduates and past students

If you're a graduate or past student, you can notify us of changes to your address and other contact details via our Alumni team. To register with the Alumni Association or to update your contact details, use the online form.

 

Protecting your data

The University respects the privacy of students and follows the requirements of the data protection legislation to protect the privacy of users' data.

We'll only:

  • collect personal information necessary for a stated purpose
  • use your information for the purpose we collected it for

We'll ask your permission to use your information for another purpose and we'll only share your personal information with another organisation if you've given your consent or we have a legal obligation to do so.

Find out more about data protection.

Subject access requests

You have a right to ask to see whatever personal information we hold about you. This is called a subject access request. Find out more about making a subject access request.

FAQs

Yes, no legal proof of the name change is required.  All you need to do is complete the name change form.

Award documents will be printed with the name held in the ‘forename’ field in your Student View account. 

 

You should consider that this may cause a complication when applying for jobs, if the name on the award document does not match up with their other forms of identification.   

 

If you wish for your award document to be printed with your your legal name (rather than the name you identify with), please contact [email protected] for guidance.

Unfortunately, we are unable to update your award documents to show your new name. Like your Birth Certificate, school and other certificates, your award documents are usually considered to be a “matter of fact”; as long as they were correct at the time they were issued, they will not generally be updated with your new name.

If you need to show your certificates to someone and the name is different, you simply show your Birth Certificate, or some other evidence of your previous name, at the same time. 

Just advise a staff member when you arrive at your ID check and they will help you. If you have legally changed your name, bring along your documents such as deed poll or marriage certificate.

If you have changed your name for gender purposes let the staff member know, you won’t need to provide any evidence.

This is a question that needs to be answered on a case-by-case basis. Visa, country law and the purpose of the trip will all influence the answer. 

We suggest contacting the International Student Advisers at [email protected] for help with this. 

 

Please complete our Report and Support form and our Student Life team will be in touch. 

If you have changed your name for gender expression reasons please complete the above name change form. If there is another reason for your request please contact [email protected] for advice.

For a first-year student who has never had their registration and attendance confirmed to SFE then it can make a difference. Thereafter, the systems use the Student Support Number and the names are not looked at.

This will only impact students who change their name on SITS during the first few weeks of Term 1 in their first year with us.

In that case, inform Student Administration ([email protected]) and let them know that the former name might need to be submitted.

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