Heads of Departments Data Protection Responsibilities

References to Departments and Heads of Departments include Offices and Heads of Offices as well as Heads of College and Heads of College Administration.

To assist the Data Protection Officer in the carrying out of their duties, the University requires that Heads of Department assume responsibility for those activities within their departments falling within the scope of the Act; also that each Head of Department appoints an Information Assurance Co-ordinator for their Department.

Heads of Departments are responsible for ensuring that University policy and codes of practice with regard to data protection are implemented across their Departments.

In particular they must ensure that:

  • the University’s Data Protection Officer has up to date information about departmental arrangements for dealing with Data Protection matters, including the contact details for the Information Assurance Coordinator;
  • the departmental Information Assurance Coordinator has the full cooperation of departmental staff in carrying out their duties with regard to data protection;
  • staff (including casual staff) and students are made aware of their responsibilities and obligations with respect to personal data;
  • staff and students deal with personal data in a manner consistent with the eight data protection principles and that particular regard is given to the security of processing of personal data;
  • personal data held by staff or students for the purpose of work or study is surrendered or, if appropriate, destroyed when the staff member or student leaves the University, or as soon as is practicable thereafter.
  • where a data subject access request has been made, the relevant data is gathered, under the direction of the Data Protection Officer, to satisfy the request.

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To make a Data Subject Access Request, or a Freedom of Information Request, please contact IAS directly.