Annual student survey privacy statement

This privacy statement relates to our annual student survey, and is supplementary to our website privacy policy. View our information and privacy section for related policies and information about the cookies we collect.

What information do we collect?

For the purposes of distributing the survey, the following personal details are stored;

• First name
• Email address
• Student ID number

We are unable to view your name, email address or student ID number against your response.

The survey system makes it technically impossible for anyone to connect any of your answers back to your identity once submitted.

To save you time, we automatically include some basic information like your course title and study mode (part-time/full-time). While this information appears in your survey, it’s only used to categorise responses and cannot be used to identify you personally. We can only see what you see in the survey, and no additional data about you is linked to your responses.

We will collect answers to questions relating to your course and experiences while studying at the Tavistock. We will also ask for special category data (in the ‘about yourself’ section of the survey), for example your racial or ethnic origin to analyse our performance, and whether certain characteristics are consistently experiencing our delivery differently. These questions are voluntary.

What do we use your information for?

We care about the quality of the experience you are receiving as a student with us at any site of delivery. The survey gives us valuable feedback to help us to learn, grow, improve and develop for you and for future students.

Our legal basis

Please see the relevant section in our main privacy policy.

How will we use your data?

Using our third party survey provider, we are able to produce targeted emails to those who have not yet completed the survey, without us knowing who those people are. 

We use the email address and phone number you provided us with during enrolment or that you have updated on our system via MyTAP self-service to promote the survey. It is in line with acceptable use of emails under UK law.

Incomplete responses will not be included in the final dataset and any remaining incomplete responses will be deleted when the survey is closed.

We do not share the full dataset with any course team members (including course administrators). It is analysed by a small administrative team who only have access to the anonymous dataset with no ability to link responses to student identities. Individual responses are collated together to provide aggregate data in the form of statistics and graphs for course teams so that they can report on student satisfaction on their courses as part of the Annual Review of Courses process.

While we recognize that in small courses, combinations of answers could potentially identify individuals, we implement multiple layers of protection:

1. Course teams never see individual responses – only aggregated results
2. The ‘about yourself’ section (special category data) of the survey is removed from this course-level dataset
3. Results for any course with fewer than five respondents are not shared at all

We use artificial intelligence tools within the Qualtrics platform to analyse text responses. This analysis is performed on data that is already anonymous within the platform. The anonymity feature is enabled at the survey level, meaning identifiable information is never stored with your responses.

The qualitative and quantitative data is analysed at an overview level and an overview report is produced. The data in this report is anonymous. A summary of the report is published on the Education and Training website and the report itself is received by relevant committees and bodies to discuss and agree on actions to take based on the results. It is also published on Moodle for all students to access the full version.

Anonymous quotes from the written (qualitative) comments may be used for marketing purposes or to illustrate findings in reports, but these will never be attributed to any individual.

Course teams will see all comments only when there are at least 5 responses to protect anonymity.

Your participation in the survey is also subject to the privacy policy of our third party survey provider Qualtrics. View the Qualtrics privacy policy.

How long will we keep your data?

The full dataset is kept for 10 years.

Keeping your information safe

Please see the relevant section in our main privacy policy.

Your participation in the survey is also subject to the data protection policy of our third party survey provider Qualtrics. View the Qualtrics data protection statement.

Accessing and removing your information

Please see the relevant section in our main privacy policy.

Questions

If you want to access your personal data, rectify your personal data, erase your personal data, object to the processing of your personal data, or for any other enquiries regarding the handling of your personal data in relation to the student survey, please contact studentengagement@tavi-port.ac.uk.

If you have any questions about how we look after your personal information or this policy, please find details of how to contact our data protection officer.