Data consent and confidentiality

When you meet with a Mental Health Adviser for the first time, the Wellbeing Service’s confidentiality code will be explained to you and you will be asked to sign a Data Consent form. In signing this consent form you are agreeing to the service:

  • Storing information (paper and electronically).
  • Sharing information.

Storing Information

A paper file will include information such as medical documentation, consultant, CPN, Social Worker or GP reports and other documents relating to your individual requirements. Correspondence with your funding body may also be included if you are applying for Disabled Student Allowance. 

The Mental Health Adviser will keep notes either typed or hand-written, as a record of your contact with the service. These notes are stored securely. 

Electronically, a database is kept with your personal details and support requirements. In addition, it may include electronic versions of medical documentation and file notes from meetings with Wellbeing staff. All electronic information is stored on a password protected secure server within the University and used for the purpose of sending you letters, tracking progress with your support and anonymous statistical analysis.

You have a right to view the information, paper copy or electronically, held about you. If you want to access this at any time please put your request to a Mental Health Adviser. 

Sharing of Information

You are given a choice about what information is to be shared with whom. For example, you may prefer only certain aspects of your requirements to be shared with academic staff but you would like full details to be given to staff in accommodation services or the Health Centre. A list of identified groups of people is included in the Data Protection Consent form but it is not exhaustive and you may like to add others which reflect your circumstance. Through discussion with a Mental Health Adviser you will be able to come to an agreement on what you feel comfortable with.

Alternatively, you may want to give your consent for all information about your requirements to be given to all appropriate University staff. Again, you can discuss this with an adviser and come to an agreement. 

Please note: If you do not want any information shared within the University or wider, the support which can be provided may be restricted and subsequently have an effect on your academic achievement. However, your request will be respected within the application of the confidentiality policy and you will be advised of the implications. 

Agreeing to share information with your faculty will enable the Disability Service to provide information on the type of support that you may have received or been offered through. Your faculty may request this information when considering an extenuating circumstances application you make. 

Please share any concerns or queries you may have about confidentiality and data protection with any member of staff within the Wellbeing Service.