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This privacy notice explains when and why we collect personal information about you, when you attend a graduation ceremony as a graduand or guest and how we will use this information including the ways we might share this with others.  It also explains the rights you have in relation to the information we hold about you.  

We collect and use your information for the following purposes. 

Purpose 1: To administrate delivery of the graduation ceremony  

We collect and use your information to:  

• register your attendance at your graduation ceremony
• ticketing – including booking, payment, delivery or refund of tickets
• pre-booking official graduation photographs if requested
• arranging gown hire
• communicating with you regarding your graduation
• notifying you of any awards or prizes you have won
• putting in place reasonable adjustments for your or your guests
• logistics (seating plans, etc.) 

Purpose 2: To publicise the graduation and promote the University 

We collect and use your information to:  

• Share ceremony photos and recordings via social media channels and the University website
• publish names and awards in local and national press
• live stream the ceremony (to share celebrations live with those who cannot attend)
• using photos and films of graduation ceremonies for marketing and publicity purposes
• producing graduation materials (programme, ceremony booklet, memorabilia and items) 

Purpose 3: Update your contact details in our alumni records systems 

When you graduate, you become a lifelong member of our alumni network; the contact details you provide in your graduation booking form will be used to update our alumni records system.  

If you object to the updating of your contact details held by the BNU Alumni relations team, please contact alumni@bnu.ac.uk Full details of how your personal data is processed when you are added to the Network is detailed in our Alumni Privacy Notice.  

Purpose 4: To contact you for feedback on your graduation experience 

We collect and use your information to request and obtain feedback on your graduation experience via e-surveys, as your views and ideas may help to improve delivery for future graduands.   

The legal bases that we use in order to legally process the information you provide to us during the graduation is: 

Contract Article 6(1)(b). The purpose is necessary for the performance of a contract with you,. 

This legal basis will be used to achieve the following purposes: 

• Purpose 1: To administrate delivery of the graduation ceremony. 

Legitimate Interests Article 6(1)(f).  The purpose is necessary in the legitimate interests of the University, to celebrate and publicise student success and the University itself. 

This legal basis will be used to achieve the following purposes: 

• Purpose 2: To publicise the graduation and promote the University.
• Purpose 3: Update your contact details in our alumni records systems.
• Purpose 4: To contact you for feedback on your graduation experience. 

Legal obligation Article 6(1)(c). To purpose is necessary to comply with the Equalities Act 2010 by ensuring fair accessibility and making reasonable adjustments for ceremony attendees; and to comply with legal and regulatory requirements surrounding payment data. 

Special Category data 

The data being used includes special category data. As part of your booking you may disclose sensitive personal data.  This is necessary for the University to comply with our legal obligations under the Equalities Act 2012. This data will allow us to make reasonable adjustments for ceremony attendees with a particular disability or medical condition. Our additional lawful basis to process this sensitive personal data is:  

Substantial public interest Article 9(2)(g). to allow us to make reasonable adjustments for ceremony attendees with a particular disability or medical condition. This legal basis will be used to achieve the following purpose: 

• Purpose 1: To administrate delivery of the graduation ceremony. 

Data collected during the recruitment process will be used for the purposes and conducting follow up activities as necessary. Personal data may also be provided by third parties in order to check your eligibility to work in the UK and specifically within the education sector. 

The personal information we collect includes: 

• Your name
• Your contact details
• Personal identifiers (i.e. student number, DOB)
• Registration of attendance
• Details of your school, qualification attained and degree classification
• Details of any external awards or prizes you have won
• Name of your company/organisation (if applicable)
• Payment data for tickets
• Information on reasonable adjustments required
• Visual images or filmed images of you
• Opinions and feedback provided (if applicable) 

If you are eligible to attend one of our graduation ceremonies, the University will use information held in our student records systems, as well as any additional information you may give us as part of your graduation booking, and during any related communications. 

If you are attending a ceremony as a guest, we will use information about you that is provided by our graduands as part of their graduation booking, or in any other related communications, such as any access requirements you may have. 

Your personal information will be shared with the organisations listed below. Any information will be disclosed in accordance with the provisions and obligations of the Data Protection Act. Please note this is not an exhaustive list and your data may also be shared in accordance with the wider university privacy notices which can be accessed at Data Protection. 

• Photographs and recorded footage will be available to view publicly on social media channels and the University website.
• Your name, course title and group images you appear in may be shared with Local and National Press.
• Occasionally, the University may choose to outsource the filming or photography of the ceremony to external contractors, who will have copies of media captured including your image, your name and details of any pre-booked photography packages.
• We use Ede & Ravenscroft to supply our gown hire. Graduand names and student IDs will be shared to enable gowns to be issued. For details of how Ede & Ravenscroft will treat your personal data please access their .
• Your data will be shared with IT system providers of the graduation ticket booking portal.
• Payment providers for tickets purchased. 

Right to object: If you do not wish to have your name and course details shared on our website, social media channel, with the press or published in graduand materials (including programme/ceremony booklet), you can opt out by emailing graduation@bnu.ac.uk  

We may transfer your personal data outside the UK in the following circumstances:  

Where we use a cloud-based IT system which may hold your data, and the data in the cloud is stored on servers located outside the UK in a country which is not subject to an adequacy decision.  In these circumstances we safeguard your data through undertaking appropriate checks on the levels of security offered by the cloud provider and entering into a contract with them which applies protections of the same type and level required by data protection laws within the UK. 

Your data will be retained in accordance with the Records Retention Schedule; a summary of which can be accessed at Policies.

The following rights apply to the personal data collected in this notice. Please contact dpofficer@bnu.ac.uk  if you wish to exercise your rights:   

• Right of access to confirmation of processing and copies of your personal data
• Right to rectification if personal data we hold about you is incorrect
• Right to restrict processing of your personal data
• Right to complain to the Information Commissioner’s Office about how we handle your data.  

In some circumstances you also have the following rights:   

• Right to object to our processing of your personal data
• Right to request erasure of your personal data (deletion)
• Right to data portability 

If you have any concerns with regards to the way your personal data is being processed or have a query about this Notice, you can contact the Data Protection Officer directly by e-mail dpofficer@bnu.ac.uk  or by post. 

Data Protection Officer   

Buckinghamshire New University   

Queen Alexandra Road  

High Wycombe

Buckinghamshire HP11 2JZ   

If you remain unhappy then you have the right to complain to the Information Commissioners Office:  

Information Commissioner’s Office  

Wycliffe House  

Water Lane  

Wilmslow  

Cheshire  SK9 5AF  

BNU is registered as a controller with the Information Commissioner’s Office. Our registration number is: Z772474X.

This privacy notice will be reviewed on an annual basis or revised more frequently if necessary.  

This notice was last reviewed on 11 March 2025.