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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 York,

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 York

Dear Emilie Rabot
Freedom of Information Request 
I acknowledge receipt of your email dated 3rd June 2019 requesting
information from the University of York.
Please be advised that the University will respond as soon as possible and
in any event by 1st July 2019. 
Yours sincerely, 
--
Information Governance Team
Legal Services 
Corporate and Information Services
University of York
Heslington
York YO10 5DD

 
  
Web: [1]www.york.ac.uk/records-management/
Email disclaimer: [2]http://www.york.ac.uk/docs/disclaimer/em...

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Freedom of Information, University of York

Dear Emilie Rabot,
Freedom of Information Request Ref: F19/186
Thank you for your request for information from the University of York.
Please see our response below.
The information you have requested is not centrally held by the University
but distributed across many different systems. The University is unable to
determine whether it holds all the information requested or provide
information related to your request as it is estimated that the time taken
to determine whether the information is held, identify, locate and
retrieve the relevant records and extract and collate any information from
these systems, would exceed the costs limit under section 12(1) of the
Freedom of Information Act 2000. The ‘appropriate limit’ is currently £450
for universities, as defined by the Freedom of Information and Data
Protection (Appropriate Limit and Fees) Regulations 2004. This letter
accordingly acts as a refusal notice in respect of the information sought.

It may be possible for you to you to re-frame or limit the scope of your
information request so as to not exceed the costs limit (e.g. identifying
a particular data analytics system, type of data processing, or third
party data shared with). In addition, you may wish to refer to the
following sources of information available on the University's website in
the first instance:

* Data Protection Guidance at:
[1]https://www.york.ac.uk/records-managemen...
* Records Management
Guidance at: [2]https://www.york.ac.uk/records-managemen...
* Information about cookies on the University of York website at:
[3]https://www.york.ac.uk/about/legal-state...
* University privacy notices
at [4]https://www.york.ac.uk/records-managemen...

However due to the broad nature of your information request it is
difficult to know how to advise you further. 

In accordance with the provisions of section 17(4) of the Freedom of
Information Act this letter acts as a Refusal Notice in respect of the
information withheld under section 12(1) above.

 

If you are dissatisfied with the handling of your request, you have the
right to ask for an internal review. Internal review requests should be
submitted in writing to the Information Governance Officer
at [5][University of York request email], detailing your grounds for appeal/complaint. A full
copy of our review procedure can be found
at [6]http://www.york.ac.uk/records-management...

 

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. The Information Commissioner can be contacted at: Information
Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9
5AF.      
I hope this information is useful. 
Yours sincerely,
--
Information Governance Team
Legal Services 
Corporate and Information Services
University of York
Heslington
York YO10 5DD

 
  
Web: [7]www.york.ac.uk/records-management/
Email disclaimer: [8]http://www.york.ac.uk/docs/disclaimer/em...

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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.