Higher Education data: social media monitoring

Jen Persson made this Rhyddid Gwybodaeth request to Coventry University as part of a batch sent to 124 authorities

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

Roedd y cais yn llwyddiannus.

Dear Coventry University,

FOI request re: Student social media monitoring

Please provide the following information under the FOI Act 2000, regards processing of students' social media accounts, whether routinely or based on an individual need case -- for example but not exclusively, Facebook, Twitter, Instagram, YouTube, TikTok, WhatsApp, Tumblr, Pinterest, Flickr and Medium-- by or on behalf of the University in a formal, systemic or other recognised process for investigations including for University PR or management of reputational risk purposes. (This excludes for example, one Academic looking at one student's posts for personal reasons.) Relevant time period: since January 2016.

1. Provide a copy of your University policy for your administrators or equivalent, on the monitoring or use of social media in investigations, for the purposes of the Prevent programme, including for reputational management. (please confirm if you do not have one, and which do apply)

2. Does your University either conduct overt (ie students are informed) and/or covert (students are not explicitly informed at the time of the surveillance) social media intelligence gathering?

a. If yes (2), please specify whether this includes profiling individuals, conducting investigations, monitoring individuals, monitoring groups, monitoring locations, gathering intelligence, for recruitment purposes, or purposes of reputational risk, or state what it is if other.

b. If your University does conduct social media intelligence/monitoring, please specify which social media may be in scope.

c. Does your University conduct social media monitoring exclusively for the purposes of the Prevent programme?

d. If yes, to c. if the University has conducted covert social media monitoring, for the purposes of the Prevent programme, please confirm the number of any warrants obtained in the last two years for this purpose, or police or Home Office requests to do so, if any or none.

3. If you conduct social media intelligence relating to social media platforms, please provide a copy of:

a. Relevant [sections of the] privacy policy;
b. the data protection impact assessment;
c. privacy impact assessment;
d. equality and human rights impact assessment
e. training materials for those conducting social media surveillance

Please state if you do not have any of the above.

4. Please confirm whether or not your University uses software and/or hardware to conduct social network / social media monitoring and/or in relation to sentiment analysis on social media.

a. If yes, please state the name of the company / provider.

b. If no, please state whether the University has developed internal methods to conduct automated analysis of social media / social network monitoring.

5. Please confirm, if not stated already in the above, the policy on deletion of data obtained from social networking sites.

6. If not already set out in the guidance documents above, please explain:

a. In what areas of the University’s work social media monitoring is used (ie finance department)
b. What criteria must be satisfied in order for social media monitoring to be carried out
c. Who must authorise the request to conduct social media monitoring
d. What is the process for conducting social media monitoring
e. How long is data collected and retained?
f. Is there any process for requesting deletion by the subject (person whose social media is surveilled)?

7. Please state how regularly social media monitoring is used, on what volume of individuals (ie targeted for individual situations or every students on the network) Please provide the figures as available, preferably in excel, and by month or on the available basis you have, since January 2016.

8. Please provide the organisational name of any third party or authority to whom such information gathered has been passed on, and which information types (e.g. name, report of X) in the time period since the University has undertaken such monitoring. (For example but not only: Since January 2016 -- X number of referals to Student disciplinary boards, X to internal student loans administration, X to external student loan administration (Student Loans Company or other), HESA, the OfS, Other universities, Police, the Home Office.) etc.

9. If the university does monitor students' social media, please cofirm if the same policy has continued and been applied since March 23, 2020 (lockdown) in the COVID-19 crisis?

Thank you for your consideration.
Sincerely,

Jen Persson

Freedom of Information requests, Coventry University

1 Atodiad

Dear Jen

OUR REF: FOIA1198

Please accept this email as acknowledgment that the University has
received your Freedom of Information request.

The request will be handled under the terms of the Freedom of Information
Act 2000, which means that you can expect to receive a response from us
within 20 working days or by 30 June 2020.

 

Yours sincerely,

 

Principal Registry Officer - Data Compliance|Information Governance Unit

Coventry University, Portal House, 163 New Union Street, COVENTRY, CV1 2PL

For more information how we process personal data please see [1]here.

Thank you for your email. Due to Government advice and Group policy in
relation to Covid-19, the Information Governance Unit are currently
working with a reduced on-site presence. We have taken steps to minimise
any impact on service delivery, however due to the nature of our work we
need to organise resource in order to cover all core operational aspects.

Ongoing matters will be dealt with as quickly as possible and we ask that
you provide all required information as and when requested in order to
avoid delays. If your email relates to a new enquiry, please submit to the
relevant inbox, as per the usual process. Failure to do so will result in
delay.

Freedom of Information Requests - [2][Coventry University request email]

Data Subject Access Requests - [3][email address]

Data Protection Impact Assessments - [4][email address]

Data Breaches - [5][email address]

Disclosures - [6][email address]

For all other enquiries - [7][email address]

The contents of this e-mail and any attachments are confidential to the
intended recipient. If you are not the intended recipient please do not
use or publish its contents, contact Coventry University immediately on
+44 (0)24 7765 7777 then delete. Contracts cannot be concluded with us nor
service effected by email. Emails are not secure and may contain viruses.
Coventry University may monitor traffic data. Further information about us
is available at [8]www.coventry.ac.uk

dangos adrannau a ddyfynnir

Freedom of Information requests, Coventry University

1 Atodiad

Dear Jen,

 

OUR REF: FOIA199

 

Please find below responses in red to the Freedom of Information request
you made to Coventry University in respect of social media monitoring.

 

1.       Provide a copy of your University policy for your administrators
or equivalent, on the monitoring or use of social media in investigations,
for the purposes of the Prevent programme, including for reputational
management. (please confirm if you do not have one, and which do apply) –
The University does not conduct monitoring of social media in respect to
this question and for the purposes of the Prevent programme and therefore
we do not have a policy.

 

2. Does your University either conduct overt (ie students are informed)
and/or covert (students are not explicitly informed at the time of the
surveillance) social media intelligence gathering?- The University does
not conduct monitoring of individuals on social media platforms.

 

a.       If yes (2), please specify whether this includes profiling
individuals, conducting investigations, monitoring individuals, monitoring
groups, monitoring locations, gathering intelligence, for recruitment
purposes, or purposes of reputational risk, or state what it is if other.
- Not applicable.

b.       If your University does conduct social media
intelligence/monitoring, please specify which social media may be in
scope. – The University does not conduct monitoring of individuals on
social media platforms in respect to this question.

c.       Does your University conduct social media monitoring exclusively
for the purposes of the Prevent programme? – The University does not
conduct monitoring of social media for the purposes of the Prevent
programme.

d.       d. If yes, to c. if the University has conducted covert social
media monitoring, for the purposes of the Prevent programme, please
confirm the number of any warrants obtained in the last two years for this
purpose, or police or Home Office requests to do so, if any or none. - Not
applicable.

 

2.       If you conduct social media intelligence relating to social media
platforms, please provide a copy of: The University does not conduct
gathering of social media intelligence of individuals on social media
platforms in respect to this question.

a. Relevant [sections of the] privacy policy; - Not applicable.

b. the data protection impact assessment; - Not applicable.

c. privacy impact assessment; - Not applicable.

d. equality and human rights impact assessment - Not applicable.

e. training materials for those conducting social media surveillance. -
Not applicable.

 

Please state if you do not have any of the above.

 

4. Please confirm whether or not your University uses software and/or
hardware to conduct social network / social media monitoring and/or in
relation to sentiment analysis on social media. The University does not
use any social media monitoring software or hardware. The University does
not conduct sentiment analyst on social media platforms.

 

a. If yes, please state the name of the company / provider. - Not
applicable.

b. If no, please state whether the University has developed internal
methods to conduct automated analysis of social media / social network
monitoring. - Not applicable.

 

5. Please confirm, if not stated already in the above, the policy on
deletion of data obtained from social networking sites.

The University does not conduct social media monitoring in respect to this
question, we also do not collect or retain data from social media
monitoring.

 

6. If not already set out in the guidance documents above, please explain:

a. In what areas of the University’s work social media monitoring is used
(ie finance department) - The University does not conduct social media
monitoring in respect to this question.

b. What criteria must be satisfied in order for social media monitoring to
be carried out . - ) - The University does not conduct social media
monitoring in respect to this question.

c. Who must authorise the request to conduct social media monitoring - The
University does not conduct social media monitoring in respect to this
question.

d. What is the process for conducting social media monitoring ) - The
University does not conduct social media monitoring in respect to this
question.

e. How long is data collected and retained? ) - The University does not
conduct social media monitoring in respect to this question, we also do
not collect or retain data from social media monitoring.

f. Is there any process for requesting deletion by the subject (person
whose social media is surveilled)? - We do not conduct any Social Media
monitoring.- The University does not conduct social media monitoring in
respect to this question,we also do not collect or retain data from social
media monitoring.

 

7. Please state how regularly social media monitoring is used, on what
volume of individuals (ie targeted for individual situations or every
students on the network) Please provide the figures as available,
preferably in excel, and by month or on the available basis you have,
since January 2016.

The University does not conduct social media monitoring of individuals in
respect to this question, we also do not collect or retain data from
social media monitoring, therefore we do not hold the information
requested.

 

8. Please provide the organisational name of any third party or authority
to whom such information gathered has been passed on, and which
information types (e.g. name, report of X) in the time period since the
University has undertaken such monitoring. (For example but not only:
Since January 2016 -- X number of referals to Student disciplinary boards,
X to internal student loans administration, X to external student loan
administration (Student Loans Company or other), HESA, the OfS, Other
universities, Police, the Home Office.) etc. The University does not
conduct social media monitoring of individuals in respect to this
question, we also do not collect or retain data from social media
monitoring, therefore we do not hold the information requested.

 

9. If the university does monitor students' social media, please cofirm if
the same policy has continued and been applied since March 23, 2020
(lockdown) in the COVID-19 crisis? - The University does not conduct
social media monitoring of individuals in respect to this question, we
also do not collect or retain data from social media monitoring, therefore
we do not hold the information requested.

 

If you have any queries or concerns in regards to this matter then please
do not hesitate to contact me via [1][Coventry University request email], however please
remember to quote the reference number above in any future communications.

 

If you are dissatisfied with the handling of your request, you have the
right to request an internal review. Internal review requests should be
submitted within two months of the date of receipt of the response to your
original request and should be addressed to: the Information Governance
Unit, Coventry University, Portal House, 163 Union Street, Coventry, CV1
2PL or sent by e-mail to: [2][Coventry University request email].

 

If you are not content with the outcome of the internal review, you have
the right to apply directly to the Information Commissioner for a
decision. Generally, the ICO cannot make a decision unless you have
exhausted the internal review procedure provided by the University. The
Information Commissioner can be contacted at:

 

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF, Telephone: 08456 30 60 60 or 01625 54 57 45, Email:
[3][email address]

 

 

 

Yours sincerely,

 

Principal Registry Officer - Data Compliance|Information Governance Unit

Coventry University, Portal House, 163 New Union Street, COVENTRY, CV1 2PL

Your privacy

We use your personal data, namely your name and address so that we can
comply with our legal obligations to respond to Freedom of Information
requests. For further details about the use of your personal data, please
see our Privacy Notice, which is available on the University’s website
[4]here.

The contents of this e-mail and any attachments are confidential to the
intended recipient. If you are not the intended recipient please do not
use or publish its contents, contact Coventry University immediately on
+44 (0)24 7765 7777 then delete. Contracts cannot be concluded with us nor
service effected by email. Emails are not secure and may contain viruses.
Coventry University may monitor traffic data. Further information about us
is available at [5]www.coventry.ac.uk

 

 

From: Freedom of Information requests
Sent: 03 June 2020 13:08
To: 'Jen Persson' <[FOI #668307 email]>
Subject: Acknowledgement FOIA1199 Higher Education data: social media
monitoring

 

Dear Jen

OUR REF: FOIA1198

Please accept this email as acknowledgment that the University has
received your Freedom of Information request.

The request will be handled under the terms of the Freedom of Information
Act 2000, which means that you can expect to receive a response from us
within 20 working days or by 30 June 2020.

 

Yours sincerely,

 

Principal Registry Officer - Data Compliance|Information Governance Unit

Coventry University, Portal House, 163 New Union Street, COVENTRY, CV1 2PL

For more information how we process personal data please see [6]here.

Thank you for your email. Due to Government advice and Group policy in
relation to Covid-19, the Information Governance Unit are currently
working with a reduced on-site presence. We have taken steps to minimise
any impact on service delivery, however due to the nature of our work we
need to organise resource in order to cover all core operational aspects.

Ongoing matters will be dealt with as quickly as possible and we ask that
you provide all required information as and when requested in order to
avoid delays. If your email relates to a new enquiry, please submit to the
relevant inbox, as per the usual process. Failure to do so will result in
delay.

Freedom of Information Requests - [7][Coventry University request email]

Data Subject Access Requests - [8][email address]

Data Protection Impact Assessments - [9][email address]

Data Breaches - [10][email address]

Disclosures - [11][email address]

For all other enquiries - [12][email address]

The contents of this e-mail and any attachments are confidential to the
intended recipient. If you are not the intended recipient please do not
use or publish its contents, contact Coventry University immediately on
+44 (0)24 7765 7777 then delete. Contracts cannot be concluded with us nor
service effected by email. Emails are not secure and may contain viruses.
Coventry University may monitor traffic data. Further information about us
is available at [13]www.coventry.ac.uk

dangos adrannau a ddyfynnir