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University Student and staff data: use of data analytics and predictive systems

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Defend Digital Me

Dear University of South Wales,

I am making a request under the Freedom of Information Act 2000 (FOIA).

Please, can you provide information pertaining to any data analytics software used by the university using personal data about your students and staff, since 2012?

1. Please list the names of the data analytics systems used by the university using personal data about your students and staff since 2012. For each system, please also indicate usage start date, end date and whether you use this data to perform predictive analytics. (i.e Altryx, Blackboard, Brightspace, Business Intelligence/Open Text, Civitas, Google Analytics, Google Data Studio, Heidi Plus, IBM, JISC, MATLAB, Minitab, Ms Excel, MSSQL Stack, Cognos, Oracle SIA / BIE, Panopto, Piwik, Power BI, Pyramid, QlikView, SAP Business Object / Business Warehouse, SEATS, SQL Data warehouse, SSRS, Starfish, Stata, Stream / SolutionPath, Tableau, Tribal, USW, etc)

System Name:
Usage start date:
Usage end date:
Predictive Analytics usage (Yes/No):
(Please provide above information for each system)

2. Please indicate which student and staff’s personal data points you process (i.e Name, Surname, Phone number, Personal email address, Ethnicity, Religion, Gender, Physical and mental health history, etc.)

3. A. Are students and staff provided with a privacy notice about such processing?
3. B. If you replied yes to 3.A, please provide a copy of the privacy notice.

4. Where is student and staff’s personal data stored?

5. What is the data retention period?

6. A. Do you share this data with third parties? With the Data Analytics Software company or other third parties?
6. B. If you answered yes to question 6.A, please provide the name of all third parties.

7. Could you please share the Data Analytics Systems contract terms indicating whether or not the data is being shared with Third Parties?

8. A. Did you carry out a Data Protection Impact Assessment for the Data Analytics Systems used?
8. B. If you answered yes to question 8.A, please provide the Data Protection Impact Assessment document.

Thank you for your consideration.

Sincerely,

Emilie Rabot
Defend Digital Me

Freedom of Information, University of South Wales

Dear Ms Rabot

FREEDOM OF INFORMATION ACT 2000 - INFORMATION REQUEST

We acknowledge your request for information.

We are considering your request and you should receive the information requested within the statutory timescale of 20 working days. If there are any areas of your request that need to be clarified then we will contact you at the earliest opportunity.

Yours sincerely,

Rhys Davies
Information Compliance Manager /Rheolwr Cydymffurfio i Wybodaeth
University Secretary's Office/Swyddfa Ysgrifennydd y Brifysgol
University of South Wales/Prifysgol De Cymru
Treforest
Pontypridd
CF37 1DL

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Defend Digital Me

Dear Freedom of Information, University of South Wales

you replied to my email on June 3, 2019 to ackknowledeg my FOI request. 12 months on, there has been no reply with informatio provided. Perhaps it has been missed? Please can you confrm whether you will provide the information, or on what grounds it has been refused?

With thanks.
Yours sincerely,

Defend Digital Me

Rhys Davies, University of South Wales

Dear Emilie Rabot,

 

FREEDOM OF INFORMATION ACT 2000 - INFORMATION REQUEST

 

Thank you for your request received on 3^rd June 2019 and apologies for
the unacceptable delay in responding. 

 

Staff across the University in faculties and departments would be likely
to use any number of the systems you have identified and to provide you
with an accurate response together with the breakdown requested would
require contact with each employee and to respond fully and accurately
would take in excess of 18 hours. . 

 

We are therefore refusing your request under Section 12 of the Freedom of
Information Act 2000. This data would be exempt under The Freedom of
Information and Data Protection (Appropriate Limit and Fees) Regulations
2004. Section 3 (3) of the Regulations states that the appropriate limit
is £450 for a public authority (the University) and Section 4 (3) details
those costs we may take into consideration when applying the appropriate
limit.

 

In accordance with section 17 of the Freedom of Information Act 2000 with
regards to this part of your query this email acts as a Refusal Notice.

 

Section 16 of the Act places an obligation on the University to provide
advice and assistance when the appropriate limit is applied.  Please find
below information relating to the use of one of the analytics systems.

 

System Name: JISC Learning Analytics Service

Usage start date: Data Processing agreement signed July 2016

Usage end date: current 3-year license runs until 31/07/2021

Predictive Analytics usage (Yes/No): No       

 

System Name: Power BI

Usage start date: March 2018

Usage end date:  Under current licence

Predictive Analytics usage (Yes/No): No

 

Should you have any further queries do not hesitate to contact the
Information Compliance Officer, University of South Wales, Pontypridd,
CF37 1DL. If you are not satisfied with the University’s response, you are
entitled to use the University’s complaints procedure available from
[1]http://uso.southwales.ac.uk/ig/foi/.

Further information about the Act is available from :

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

[2]http://www.ico.gov.uk/

Yours faithfully,

Rhys Davies

 

Information Compliance Manager

 

 

 

 

 

PUBLIC / CYHOEDDUS

References

Visible links
1. http://uso.southwales.ac.uk/ig/foi/
2. http://www.ico.gov.uk/

We don't know whether the most recent response to this request contains information or not – if you are Defend Digital Me please sign in and let everyone know.