Data Protection

The General Data Protection Regulation (GDPR) is a new EU legal framework for data protection. The GDPR applies to all member states from the 25th May 2018. The Regulation introduces greater protections for personal data and brings data protection law into the digital age. The GDPR introduces some new obligations for organisations that collect, use, share and store personal data. Please see links below for further information.

GDPR is based on 6 basic principles. To ensure compliance with the Regulation the University must act in accordance with these principles to ensure personal data is:

 a) processed lawfully, fairly and in a transparent manner in relation to individuals;

 b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;

c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;

d) accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;

e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and

f) processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Article 5(2) requires that:

“the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

Please see our GDPR Principles poster

One of the rights you have under GDPR is to ask a data controller for access to the information held about you. 

Find out more on our page - Accessing your Personal Data

As well as the right to access your personal information the General Data Protection Regulation gives you a number of other rights. 

What are my rights under GDPR?

The University has a Data Protection Policy which sets out the roles and responsibilities in relation to data protection within the University.

Please see our FAQs for further information.

See all FAQs

You can find the online Data Protection training module here.  All staff are advised to complete this short training module.

This module was developed by Edinburgh Napier University, with funding from the Leadership Foundation for Higher Education, for the Scottish Higher Education sector.

We hope to be able to provide a GDPR online training module in the future.

Links mentioned in the module:

Code of Ethics

Records Retention Schedules

Information Security

University IT Helpdesk

Please see our SharePoint page for GDPR Resources and further information (internal use only).