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SLU Privacy Notice

If you are a prospective student, an applicant for admission, a current student, an employee, or an alumnus at Saint Louis University (St. Louis or Madrid Campuses) (SLU), SLU collects, stores, uses and discloses certain data about you. We require this information for our normal business purposes, such as services to applicants, current students and staff and alumni.

When we process data about you, we are required to observe the requirements of US federal and state regulations, the Data Protection LOPD 15/1999 (the LOPD) and the General Data Protection Regulation (the GDPR). US federal and state regulations the LOPD and the GDPR establish a framework within which information about living individuals can be legally gathered, stored, used and disseminated. The core of US federal and state regulations, the LOPD and the GDPR, are principles which SLU and other organizations must abide by. These principles specify that personal information must be:

  • Processed fairly and lawfully, in a transparent manner and only if certain conditions are met.
  • Obtained for specified, explicit, legitimate and lawful purposes, and not used for purposes other than those for which it was gathered or which is incompatible with the purposes for which it was gathered.
  • Adequate, relevant and limited to what is necessary for the purposes for which it is processed.
  • Accurate and where necessary kept up to date.
  • Kept in a form which permits identification of the individual for no longer than necessary for the purposes for which the data is processed
  • Processed in accordance with individuals' rights.
  • Kept secure.
  • Not transferred outside the European Economic Area unless certain conditions are met.

These protections apply to information in electronic form, and to many types of data in paper form. Further information about the Data Protection LOPD 15/1999 and the General Data Protection Regulation is available from the Information Commissioner's Office, a government agency which monitors compliance with privacy and data protection. Information regarding US federal privacy laws is available here:  Federal Privacy Laws. For information regarding individual your state privacy laws, please visit your individual state’s web sites for specific information.

SLU is a Data Controller for the purposes of the LOPD and the GDPR, and the Data Protection Officer on behalf of SLU can be contacted via:

The address for correspondence in relation to EU data protection issues is:

  • Saint Louis University - Madrid Campus, Avenida del Valle, 34 28003 Madrid Spain.

The address for correspondence in relation to U.S. data privacy issues is:

  • Saint Louis University - Information Security Office, 3545 Lindell Blvd., Wool Center 3rd Floor, St. Louis, MO 63103.

The legal basis for processing your personal data is that processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in SLU as the Data Controller.

What information does SLU hold about me?

SLU will collect data about you in the course of our interactions with you as a current or former student; for example, when you apply, when you enroll, and as you progress through your course work. If you are a current or former student, examples of the data which SLU may hold about you include:

  • Your name.
  • Your contact details.
  • Details of your emergency contacts.
  • Your date of birth.
  • Your nationality.
  • Your ethnic origins. (Only collected by SLU St. Louis for students enrolling at SLU St. Louis)
  • Details of your family and other relationships provided to us by you.
  • Your academic background and qualifications.
  • Your academic record while at SLU, including details of any degrees which you are awarded.
  • Any disabilities which you have disclosed to us. (Only collected by SLU St. Louis for students enrolling at SLU St. Louis)
  • Medical information, such as information held by the counselling service. (Only collected by SLU St. Louis for students enrolling at SLU St. Louis)
  • Financial information and scholarship details.
  • Information about your interests.
  • Your use of SLU facilities such as the Library.
  • Any disciplinary action taken against you.
  • A digital photograph of you, which is used to produce your student ID, and for security and identification purposes.

Why are we collecting your data?

When you apply, and accept an admission offer, you enter into a contract with SLU and agree we can process your personal information for administrative and educational purposes. The purpose of processing includes, but is not limited to:

  • Administering and providing education and training
  • Managing and administering student services, including accommodation services and meal services
  • Administering grants and loans
  • Providing advice and support to you, including health care services, health and safety, attendance monitoring, welfare and pastoral services, and career guidance
  • Managing behavioral or disciplinary issues and complaints
  • Recruitment, admission and enrolment
  • Providing you with information about educational programs and services
  • Maintaining your student record and managing academic processes
  • Administering financial matters including payment of fees
  • Managing University services including library services and events
  • Research including monitoring quality and performance
  • Graduation and confirmation of awards
  • Alumni membership
  • Statistical and archive purposes.

SLU will manage your information securely and will restrict access to employees, advisors, agents, contractors and service providers, who will only process information in accordance with US federal and state regulations, the LOPD, the GDPR, and SLU’s instructions. SLU will put in place technical and organizational measures necessary to ensure the security of your information.

SLU will only disclose your information to third parties where we:

  • Have your consent; or
  • Are required to under a statutory or regulatory obligation; or
  • Are permitted to do so under US federal and state regulations, the LOPD and the GDPR.

Legal basis for processing your information

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

However, we will normally collect personal information from you only:

  • Where we have your consent to do so,
  • Where we need the personal information to perform a contract with you, or
  • Where the processing is in our legitimate interests and not overridden by your rights. In some cases, we may also have a legal obligation to collect personal information from you.

If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we’ll make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as the possible consequences if you do not provide your information).

Similarly, if we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we’ll make clear to you at the relevant time what those legitimate interests are.

By enrolling as a SLU student, you understand that SLU will be collecting, storing, using and otherwise processing data about you for any purposes connected with your studies, your health and safety, to protect the vital interests of others, as required in compliance with a legal obligation, to perform tasks in the public interest, and for other legitimate reasons while you are a student. We will also use your data for certain purposes after you cease to be student (Alumni relations).

SLU will only use your data fairly and lawfully in accordance with our obligations under the LOPD and the GDPR. This means that we will process your data in a way which respects the principles of data protection and your rights under US federal and state regulations, the LOPD and the GDPR. Any use by SLU of your data must also be covered by our registration with the Information Commissioner's Office. This is available on the Commissioner's website, and describes in a general way how we process personal data about students and other individuals.

US federal and state regulations, the LOPD and the GDPR require us to keep your data secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorized disclosure. Only members of staff who need access to relevant parts, or all of your data, will be authorized to do so.

Although it is not possible to state every purpose for which your information will be used, the following are examples of how it is likely to be used while you are a student:

  • To administer your studies and record academic achievements (e.g. your course choices, examinations and assessments, and the publication of pass lists and graduation programs).
  • To assist in pastoral and welfare needs (e.g. the counselling service and services to students with disabilities).
  • To administer financial aspects of your registration as a student (e.g. payment of fees, debt collection).
  • To manage University facilities, such as computing facilities, the Library and parking.
  • To produce management statistics and to conduct research into the effectiveness of our programs of study.
  • To monitor our equal opportunities policies.
  • To administer employment processes, if you choose to work for SLU.
  • For security and disciplinary purposes.
  • For internal and external audits, and quality assurance exercises.
  • For administration of apprenticeships, workplace and end-point assessments
  • For marketing and alumni relations purposes. We may use your data to identify individuals who may be interested in helping to promote SLU or working for US ambassadors. When you leave SLU you will be contacted by the Alumni Office.
  • For fundraising purposes, such as appeals, events or opportunities to support the activities of SLU (for example in sponsoring a scholarship for a prospective or former student)
  • Your photo taken at registration, or provided by you at registration, will be used for providing various identity documents, including identity badge, exam entry and access around the campus. It will also be used by staff at SLU for identifying students within teaching groups.
  • Communications to students and former students may be sent by post, telephone or electronic means.

Legal basis for processing your information

(1)

By commencing or enrolling as a SLU student, SLU will be required to collect, store, use and otherwise process information about you for any purposes connected with teaching, support, research, administration, your health and safety and for other reasons deemed necessary for the performance of your contractual agreement with SLU. We will also use your information for certain purposes after you cease to be student. See GDPR Article 6(1)(b)

(2)

SLU will obtain consent from you in order to assist with your pastoral and welfare needs (e.g. the counselling service and services to students with disabilities). See GDPR Article 6(1)(a).

(3)

Processing of your personal data may also be necessary for the pursuit of our legitimate interests or by a third party’s legitimate interests -but only where the processing does not fall within our core public function, is not unwarranted and will not cause a prejudicial effect on the rights and freedoms, or legitimate interests, of the student See GDPR Article 6(1)(f).

(4)

Processing of your personal data is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in SLU (see GDPR Article 6(1)(e)) and for statistical and research purposes (see GDPR Article 89).

(5)

Processing of Special Categories data is necessary for the statistical and research purposes in accordance with article 89(1) based on the duties in the Equality LOPD 15/1999 (see GDPR Article 9(2)(j))

Who are we sharing your personal data with?

To fulfil our statutory or legal obligations, your data may be provided, without your explicit consent, to organizations or agents acting on their behalf. To receive a list of parties SLU is sharing data with, for the LOPD and the GDPR you may contact the Data Protection Officer:   

For US citizens, you may contact:

  • For Student Information: registrar@slu.edu
  • For Employee Information: HR@slu.edu
  • For Alumni Information: alumni@slu.edu
  • For Donation Information: giving@slu.edu
  • For Information regarding this website’s security and privacy: infosecurityteam@healh.slu.edu

What are my rights?

You have a number of rights under US federal and state regulations, the Data Protection LOPD 15/1999 and the General Data Protection Regulation in respect to the information which SLU holds about you, and how we can use that information. These include:

  • The right to be informed about the data that we hold in relation to you and the purposes we intend to process that data for (see above)
  • The right to prevent us from using your data for direct marketing purposes or for the purposes of scientific/historical research statistics
  • The right to prevent us from processing your data in a way which causes or is likely to cause you substantial damage or distress. You can do this by serving us with a notice under section 10 of the Data Protection LOPD 15/1999. However, we may refuse to accept such a notice in certain circumstances: for example, if doing so would prevent us from processing data which is necessary for our contract with you as a student.
  • The right to restrict processing of your data under certain specified circumstances under the LOPD and the GDPR.
  • The right to require us to correct, erase or destroy inaccurate data.
  • The right to have your data erased under additional specific circumstances under the GDPR.
  • The right to get access to the data which we hold about you. To obtain a copy of this, for the LOPD and GDPR, you may submit a subject access request to the DPO. For U.S. federal and state regulations you may contact SLU’s Information Security Team.
  • The right to data portability i.e. to use the data we hold on you for your own purposes.
  • The right to not be subject to a decision when it is based on automated processing and that decision produces a legal effect or similarly significant effect on you as an individual.

You have the right to request access to, copies of and rectification or erasure of personal data held by SLU and to object to processing. If we have asked for your consent in order to process your personal data, you can withdraw this consent in whole or part at any time. We will explain the consequences of doing so in any specific case if you contact us to withdraw consent.

For the LOPD and the GDPR, please contact the Data Protection Officer:

For U.S. federal and state regulations you may contact the following:

  • For Student Information: registrar@slu.edu
  • For Employee Information: HR@slu.edu
  • For Alumni Information: alumni@slu.edu
  • For Donation Information: giving@slu.edu
  • For Information regarding this website’s security and privacy: infosecurityteam@healh.slu.edu

How long we will process your data for?

SLU will retain your personal data only as long as necessary for its purposes as described. Please note, however, that even after termination of your student relationship with SLU, SLU may still need to retain your personal data to satisfy its obligations to keep certain records for a specific period of time under applicable law.  

To receive a data retention schedule for the LOPD and the GDPR, you may contact the Data Protection Officer:  

For questions regarding U.S., federal and state regulations, you may contact SLU’s Information Security Team:

  • Email: infosecurityteam@health.slu.edu

How to contact the Information Commissioner’s Office?

For questions or complaints regarding the LOPD and the GDPR, the Information Commissioner can be contacted at: