Data Protection

The Data Protection Act 1998 is legally binding on any individual who collects or uses personal information about living people. Every organisation is expected to register with the Office of the Data Protection Registrar if they handle personal information in any way. The UCL Records Manager, Mr Colin Penman is also the UCL Data Protection Officer and is the named person on the UCL Data Protection Registration. Every Department, School and Institute has a Data Protection Co-ordinator who liases with the Data Protection Officer on matters concerning Data Protection.

In order to ensure that UCL complies with the Data Protection Act a Policy for the guidance of staff and students came into force on 1 January 2000. The College Data Protection Policy is available on this web page, together with forms for the administration of the Policy. The forms available are:

To use any of these forms please print them to hard copy, complete them, and send them to the appropriate department for action.

In the context of the Act, personal data is information about a living person by which that person can be identified. There are restrictions as to what information can be held and for what reasons. This information can be held in any medium, paper, electronic, or photographic.

Any person, staff or student, who is intending to start collecting personal data for a new series of files or database, or for a research project, whether paper or electronic, should contact their Departmental Data Protection Co-ordinator and the Data Protection Officer to ensure that their activity is covered by the UCL Data Protection Registration.

Any other queries relating to Data Protection should be made directly to the Data Protection Officer by telephoning extension 32589 or emailing data-protection@ucl.ac.uk.

POLICIES:

UCL Data Protection Policy

Web Pages and Photos
(Word document)

Duties of Data Protection Co-ordinators
(Word document)

How to register for Data Protection
(Word document)

FORMS:

Form 2: Research Registration Form
(Word document)

Form 3: Changes to Personal Information
(Word document)

Form 4: Withdrawal from UCL Webpages
(Word document)

Form 6: Request for Access to Personal Data
(Word document)

Form 8: Visitor Registration
(Word document)

RELATED LINKS:

Records Management Policy

Freedom of Information

Records Office Home