Information Compliance Unit
The University Secretary’s Office is responsible for ensuring that the University complies with legislation relating to the use of information, and for promoting good practice in the management of information.
The Information Governance Team provides advice and guidance on the following subjects.
The University of South Wales is registered as a data controller with the Information Commissioner’s Office (Z6472800) and undertakes to process personal information in line with the Data Protection Act 2018 and the UK GDPR.
These web pages contain information to inform individuals on how personal data is used by the University, on policies in place within the University, how to report a data breach and on Individual Rights.
- POLICIES AND GUIDANCE
- DATA BREACH INFORMATION
- PRIVACY NOTICES
- INDIVIDUAL RIGHTS
- SHARING PERSONAL DATA/THIRD PARTY PROCESSORS
- RECORDS OF PROCESSING ACTIVITIES
For members of staff, further information relating to processes and procedures, training and news are available on the Connect pages.
For complaints or concerns about data protection issues, please contact the Data Protection Officer -
https://ico.org.uk/make-a-complaint/
Information Compliance Unit
University of South Wales
Pontypridd
CF37 1DL
Email: [email protected]
Records Management is a process for the systematic management of the records that the University creates and receives during the course of its business. It controls records in all formats from creation through their maintenance and to their disposal. As records and information are corporate resources, it is important that these records are managed effectively in order to benefit the University.
What are records?
Records are created or received from the transaction of business and are maintained as evidence of these activities. All records should be authentic, reliable and usable in order to document decisions made.
Why do we need Records Management?
A records management programme will bring many benefits to the University and its staff including:
- Better use of physical and server space
- Better use of staff time
- Improved retrieval systems in place
- Reduction in duplication
- Compliance with legislative requirements and standards
- Protection against litigation
- More effective management and control of information resources
- Better delivery of service
- Preservation of corporate memory
Records Management at the University
Records management falls within the remit of the Information Compliance Unit within the University Secretary's Office. The Unit will develop policies and procedures on managing records and provide staff with advice and guidance in all aspects of record-keeping and is able to provide assistance with the following:
- Designing file plans
- Implementing the University Records Retention Schedule
- Storage of records
- Appraisal of records possibly to be kept permanently as archives
- Developments with electronic documents and records management systems
For more information please email: [email protected]
Retention of information
The University's Records Retention Schedule is a document that sets out the classes of records the University holds and details the period they need to be kept for. The schedule is based on the content of the document rather than its format and applies equally to electronic and paper records.
Further information can be found on our Retention Schedule webpages or by contacting:
[email protected].
University Archive
The University has a small Institutional Archive administered by the Information Compliance Team that contains varied material chronicling nearly 100 years of higher education.
A list of all information held in the archive is available upon request from [email protected]
There is no charge to view the material held in the Archives.
Further work will be undertaken to identify and preserve records worthy of permanent retention through the records management programme. The University is always interested in hearing from individuals who may hold records that could add to the Archives and that they are willing to donate to the University.
Anyone requiring further information on the Archives can:
phone: 01443 482966
email : [email protected]
Notice and Take Down Policy
Where copyright concerns exist to our use of third party content the University’s 'Notice and Take Down Policy’ can be found here English/Cymraeg.
Intellectual Rights Policy
The University of South Wales Student Intellectual Property Rights Policy is available here.
All Rights Release Forms
The University's All Rights Release Forms are available here English/Cymraeg
The purpose of the Freedom of Information Act 2000 is to promote openness and accountability across the public sector. The Freedom of Information Act 2000 gives individual’s the right to request information held by public bodies. It requires the University to make the information available, unless an exemption applies.
Under the Act, the University is required to produce and maintain a Publication Scheme which sets out the information that is routinely available. Much of this information can be found on the University website.
If the information that you require is not available in the Publication Scheme, you can send your request in writing to:
Information Compliance Manager,
University Secretary’s Office,
University of South Wales,
Pontypridd,
CF37 1DL
Or by e-mail to: [email protected]
Complaints related to Freedom of Information
The University aims to provide a high standard of service to everyone with whom it deals. Sometimes however, for any number of reasons, this does not happen and the University falls short of its stated aims. In the event of this happening the University would like to hear from you so that steps can be taken to rectify the situation.
The Publication Scheme
It is important that the University’s publication scheme meets your needs. If you find the scheme difficult to understand, please let us know. We also welcome suggestions as to how the scheme might be improved. Any questions or comments about the scheme can be lodged by writing to us at the address below or emailing us at [email protected].
Request Handling
Under the Freedom of Information Act 2000, you have certain rights of review against a University decision relating to an information request if you are dissatisfied with the way your request has been handled. These rights can be exercised via two review processes. Firstly, by using the complaints procedure detailed below; secondly by applying direct to the Information Commissioner’s Office.
Note: Before an appeal is made to the Information Commissioner the University’s internal complaints procedure should be completed.
Stage 1: What should I do if I am not happy with the service I have received?
If you wish to make a complaint please write to the University at the address below:
Mr William Callaway,
University of South Wales,
Pontypridd,
CF37 1DL
e-mail: [email protected]
If your problem cannot be resolved immediately the responsible officer will let you know how long it might take. The University aims to respond to your complaint and provide a full response within 20 working days. If your complaint is complicated it may take longer to investigate. If this proves to be the case you will be given an explanation as to why and when you can expect a response.
Stage 2: What should I do if am not happy with the outcome of Stage 1?
If you are not satisfied with our response to a complaint you may ask the Information Commissioner to investigate the matter at his own discretion:
FOI Compliance Team (complaints),
Wycliffe House,
Water Lane,
Wilmslow,
SK9 5AF
e-mail: [email protected]
phone: 01625 545700
fax: 01625 545510
The Environmental Information Regulations allows the public to request environmental information from public authorities.
- The information covered can be divided into the following six main areas:
- the state of the elements of the environment, such as air, water, soil, land, fauna (including human beings)
- emissions and discharges, noise, energy, radiation, waste and other such substances
- measures and activities such as policies, plans, and agreements affecting or likely to affect the state of the elements of the environment
- reports, cost-benefit and economic analyses
- the state of human health and safety, contamination of the food chain
- cultural sites and built structures (to the extent they may be affected by the state of the elements of the environment)
Requests for information, whether received verbally or in written form, must be considered in accordance with the Regulations and a response must be made within within 20 working days of receipt.
There are limited grounds to withhold information from disclosure. Certain information can be withheld if an exception applies and it is considered that it serves the interests of the public better to withhold the information.
Any requests for Environmental Information should be made to:
Information Governance,
University of South Wales,
Pontypridd
CF37 1DL
Or by e-mail to: [email protected]
What to do if you are unhappy with the outcome of your EIR request?
The University aims to provide a high standard of service to everyone with whom it deals. Sometimes however, for any number of reasons, this does not happen and the University falls short of its stated aims. In the event of this happening the University would like to hear from you so that steps can be taken to rectify the situation.
Request Handling
If you are dissatisfied with the way your request has been handled, you can ask the University to review decisions relating to an information request made under the Environmental Information Regulations . These rights can be exercised via two review processes. Firstly, by using the complaints procedure detailed below; secondly by applying direct to the Information Commissioner’s Office.
Note: Before an appeal is made to the Information Commissioner the University’s internal complaints procedure should be completed.
Stage 1: What should I do if I am not happy with the service I have received?
If you wish to make a complaint please write to the University at the address below:
Mr. William Callaway,
University of South Wales
Pontypridd
CF37 1DL
e-mail: [email protected]
If your problem cannot be resolved immediately the responsible officer will let you know how long it might take. The University aims to respond to your complaint and provide a full response within 20 working days. If your complaint is complicated it may take longer to investigate. If this proves to be the case you will be given an explanation as to why and when you can expect a response.
Stage 2: What should I do if am not happy with the outcome of Stage 1?
If you are not satisfied with our response to a complaint you may ask the Information Commissioner to investigate the matter at his own discretion:
EIR/FOI Complaints,
Wycliffe House,
Water Lane,
Wilmslow,
SK9 5AF
e-mail: [email protected]
phone: 01625 545700
fax: 01625 545510