We are the central point of contact for advice and guidance on data protection issues under the Data Protection Act 2018 and the General Data Protection Regulations 2016/679 (including criminal justice and government inquiries) and for non-routine, unusual or complex information requests made under the Freedom of Information Act 2000 and the Environmental Information Regulations 2004 .
We are also responsible for maintaining, reviewing and updating the University’s Publication Scheme , a key requirement of the Freedom of Information Act 2000.
Secure email for criminal justice and government inquiries
CJSM secure email: [email protected]
Charges for environmental information
Regulation 8 of the Environmental Information Regulations allows public authorities to levy reasonable charges for making environmental information available pursuant to a request. Information on charges for environmental information .
Your rights under data protection legislation
The General Data Protection Regulation s (GDPR) provide individuals with specific rights to manage your personal data. Our Privacy Notice explains how your data subject rights can be applied to your information that is processed by the University of Southampton. These rights are not absolute, and exemptions can be applied where appropriate. For more detailed information on data subject rights you can read a guide to individual rights on the Information Commissioner’s Office website.
The most commonly used data subject right is the right of access, under which you can ask the University if we are using or storing your personal data, or that of a third party, and ask us for copies of this information. This is commonly known as making a subject access request, or SAR. To submit a subject access request, please complete this form .
Other data subject rights that are most applicable to personal data processed by the University are:
- You can ask us to amend personal data that is inaccurate.
- In certain circumstances you can ask us to erase personal data that we hold.
- In certain circumstances you can ask us to restrict how personal data is used.
To make a request for these, please contact the University’s Information Governance and Compliance team via email at [email protected] . To enable us to process your request as efficiently as possible, please include the right under which you are making your request in the subject line of your email.
While electronic communication is more efficient, data subject requests can also be posted to:
Information Governance and Compliance Team
University of Southampton
Building 37 Room 4015
University Road
Highfield
Southampton
SO17 1BJ
We are the central point of contact for advice and guidance on data protection issues under the Data Protection Act 2018 and the General Data Protection Regulations 2016/679 (including criminal justice and government inquiries) and for non-routine, unusual or complex information requests made under the Freedom of Information Act 2000 and the Environmental Information Regulations 2004 .
We are also responsible for maintaining, reviewing and updating the University’s Publication Scheme , a key requirement of the Freedom of Information Act 2000.
Secure email for criminal justice and government inquiries
CJSM secure email: [email protected]
Charges for environmental information
Regulation 8 of the Environmental Information Regulations allows public authorities to levy reasonable charges for making environmental information available pursuant to a request. Information on charges for environmental information .
Data Protection
The General Data Protection Regulations provide rights to individuals to manage their personal information. You can:
- access and obtain a copy of your personal information that the University holds;
- require the University to change incorrect or incomplete information held about you;
- require the University to delete or stop processing your personal information, for example where the information is no longer necessary for the purposes of processing;
- object to the processing of your personal information where the University is relying on its legitimate interests as the legal ground for processing; and ask the University to stop processing your personal information for a period if the information is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing the information
Freedom of Information Request
Any person who makes a request to the University for information not made available through the publication scheme is entitled (subject to the exemptions enumerated in the Act) to be informed in writing whether the University holds the information requested and if so, to have the information communicated to him or her.
Please request information by emailing [email protected] .
Any request must be in writing, must state the applicant’s name and an address for correspondence, and must contain a description of the information required. It must be clearly addressed to the University: the University will not respond to letters or emails which are not clearly addressed to and intended for the University.
A request can also be posted to:
Director of Legal Services
University of Southampton
Building 37 Room 4015
University Road
Highfield
Southampton
SO17 1BJ
Data Breach
All data breach incidents, actual and potential must be reported immediately a data breach occurs, is threatened or is suspected. This should be done by using the Incident Report Form or telephoning +44(0)23 8059 4684 during office hours and Security +44(0)23 8059 2811 x22811 outside office hours.