This privacy notice explains how Queen Mary University of London (QMUL) collects and uses personal data of its graduands/graduates and those who attend our graduation ceremonies.
QMUL is a data controller in terms of Article 4 of the General Data Protection Regulation.
How we use your personal data and the basis for processing
We require information about you in order to enable us to verify that you are a graduating student of QMUL, send you relevant communications about the event and to ensure that we are able to accommodate you and your guests at the forthcoming Graduation Ceremonies. Regardless of whether or not you attend the ceremony your name (as registered with QMUL) will be printed in QMUL’s graduation ceremony programme, although you can opt out of this by contacting us using the details below. This is distributed to all those attending the ceremony. Please note that your degree classification will not be printed in this programme, unless you are awarded a First Class Honours or a Distinction.
During the ceremony
The ceremonies are public events and therefore there is no expectation of privacy under data protection legislation for any attendees. Graduates, guests and staff should be aware the following aspects of a ceremony are considered a mandatory condition of your attendance:
- Your name and award title will be read out at the ceremony immediately prior to walking across the stage. Your degree classification will not be read out unless you have received First Class Honours or a Distinction.
- You will be filmed at the ceremony and for the official graduation video/DVD, which will be available for sale online. Footage may also be used by Queen Mary University of London for publicity purposes.
- Crowd shots will be taken by our contracted photographers on QMUL property, which may include images of yourself and your guests.
An official photographer will be present to take individual and group shots to be used for marketing and publicity on our website, social media and in our publications. If do not wish to be included, you must inform the photographer at the time the photograph is taken.
Sharing your personal data with others
We will send some of your personal data to Marston Robing, which supplies our graduation attire so that it can process your booking and provide you with the correct academic dress. All graduates’ names will also be shared with the company that produces the official graduation souvenir T-shirt, although you can opt out of this by contacting us using the details below. We may use other contracted data processors, such as for communications.
How long your personal data is kept
We will retain booking information for 1 academic year after the relevant graduation period.
If you require more information, have any queries or need further advice regarding the use of your personal data for graduation purposes, you can email us on email@example.com or write to The Events and Ceremonies Office, Queen Mary University of London, Mile End Road, London, E1 4NS.
Your rights and further information