Student Success Coach Privacy Notice

Student Success Coach Privacy Notice

Who we are

The University of Wolverhampton (‘The University’, ‘we’ or ‘us’) are a ‘Data Controller’, as defined by the Data Protection Act 2018 and are responsible for, and control the processing of your Personal Data.

You can contact us at:

Email: dataprotection@wlv.ac.uk

University of Wolverhampton, Wulfruna Street, Wolverhampton WV1 1LY.

Tel. 01902 32 1000.

Our Data Protection Officer can be contacted at dataprotection@wlv.ac.uk.

How We Use Your Data

The University of Wolverhampton collects and processes your personal data to deliver Student Success Coach services, including through Target Connect (branded to students as Coaching Success).

Target Connect is integrated with the University's student record system (SITS) and accessed using the University's Single Sign-On (SSO) service. As a current student, your basic profile information is made available within Target Connect to enable you to access University support services.

If you engage with a Student Success Coach, information relating to your interactions with the service may be recorded within Target Connect. This may include appointments, meeting notes, coaching notes, agreed action plans, referrals to other University services where appropriate, and communications relating to your support.

We also use information collected through Student Success Coach services to evaluate and improve student support, student experience, continuation, progression and student outcomes.

This supports the University's:

• Student Success activity
• Access and Participation Plan (APP)
• Teaching Excellence Framework (TEF)
• Institutional research and service enhancement
• Statutory and regulatory reporting, including where required by the Higher Education Statistics Agency (HESA) and the Office for Students (OfS)

The lawful basis for processing your personal data is that it is necessary for the performance of a task carried out in the public interest ("Public Task").

Information recorded within Target Connect may be linked with information held within University student record systems, including course information, progression, academic performance and widening participation indicators, where this is necessary to:

• deliver appropriate Student Success support;
• evaluate and improve Student Success services;
• support institutional research and service enhancement; and
• fulfil the University's statutory and regulatory reporting obligations.

Findings may be used in internal reports, presentations, institutional evaluation activities and external publications. Students will not be identifiable in any published outputs.

Your personal data will be handled confidentially and in accordance with data protection legislation. Your data will only be shared outside the University where this is necessary to fulfil the purposes described above or where we are required or permitted to do so by law.

All of your personal data is processed in the UK or EEA.

Information We Collect

The majority of information we process about you is provided automatically through the University's student record system (SITS) and made available within Target Connect. This helps ensure your information remains accurate and up to date throughout your studies. You are responsible for ensuring that your personal and contact details held by the University, including your personal email address, are kept accurate and up to date.

Additional information may be collected when you engage with Student Success Coach services, including when you:

book or attend appointments;

participate in Student Success activities or events;

complete surveys or evaluation activities;

communicate with your Student Success Coach.

Further information is created by Student Success Coaches as part of your interactions with the service. This may include:

records of appointments and attendance;

meeting and coaching notes;

agreed action plans and progress updates;

referrals to other University support services;

records of support provided;

communications relating to your support.

Target Connect is accessed using the University's Single Sign-On (SSO) service. Where appointments are delivered online, Microsoft Teams may be used to facilitate meetings. In these cases, limited information such as your name, University email address and meeting time is shared solely to enable secure access to the meeting. Target Connect does not store user passwords.

Target Connect Privacy Information

Target Connect is provided by GTI Futures, who act as a Data Processor on behalf of the University.

Information imported from University systems may include:

• Name
• Student number
• University email address
• Contact details
• Course, School and Faculty
• Level and mode of study
• Year of study
• Enrolment status
• Widening Participation indicators (e.g. disability, care experienced, estranged status, POLAR/IMD data)
• Academic progression and outcomes where relevant to delivering Student Success support, evaluation and service improvement.

Information recorded through Student Success Coach services may include:

• Appointment bookings and attendance
• Meeting and coaching notes
• Agreed action plans
• Goals and progress updates
• Referrals to University support services
• Communications relating to your support
• Survey and evaluation responses
• Records of engagement with Student Success activities

We may process special category personal data, such as ethnicity and disability, imported from SITS where this is necessary to deliver Student Success support, ensure inclusive access to services, and undertake equality monitoring and evaluation. Health or other special category personal data will only be recorded where you choose to disclose it and where it is relevant and necessary to the support being provided. Student Success Coaches will record only the minimum information required to provide appropriate support and, where appropriate, record support provided, agreed actions or referrals rather than detailed personal circumstances.

The lawful basis for processing this information is Public Task, as providing Student Success support forms part of the University's role as a Higher Education provider.

Where special category data is processed, this is undertaken under the substantial public interest provisions of the Data Protection Act 2018.

Who We Share Your Personal Data With

Information is shared with relevant departments within the University for the purposes outlined above.

Some of your personal data may be shared with the Office for Students, the Higher Education Statistics Agency, and their authorised agents where required for statutory, regulatory, research, evaluation or reporting purposes. The University may be legally or regulatorily required to provide this information.

Where we use third-party organisations to administer services or systems, we will ensure appropriate contractual and security measures are in place in accordance with Data Protection legislation.

We may also share personal data with organisations with enforcement powers such as HMRC or the Police where we are legally required to do so.

We will only share the minimum amount of personal data necessary and will always do so in accordance with the law.

Other departments in the University may contact you regarding using your information for promotional purposes, marketing or surveys. This will typically be the Marketing Department, Aspire to HE or our Recruitment Department and the lawful basis they will rely on is that we have a legitimate interest to do so or for email marketing to our existing customers / students we may rely on the ‘soft opt-in’.  We will always abide by the law and seek your consent first where this is required.

We will only share the minimum amount of personal data with any of the above and will always do so in accordance with the law.

Retention

Personal data processed as part of Student Success Coach services will be retained in accordance with the University of Wolverhampton's Records Retention Schedule.

For students who enrol at the University, information relating to Student Success Coach services will normally be retained for six years after the student relationship with the University ceases, unless a longer or shorter retention period is required by law, regulatory requirements or the University's Records Retention Schedule.

Where a student chooses to register for a graduate Target Connect account following graduation, their account will be converted to a graduate account. Information associated with the graduate account will continue to be retained while the account remains active and in use. If the graduate requests that the account is closed, or the account is otherwise closed in accordance with the University's retention requirements, the information will be retained or deleted in accordance with the University's Records Retention Schedule.

Target Connect is provided by GTI Futures, who retain information on behalf of the University as the University's data processor in accordance with the University's contractual arrangements and retention requirements.

Your Rights

As an individual, you have a number of rights available to you. To find out more about how you may exercise those rights, for example, The Right of Subject Access: obtaining a copy of your information which we may hold,  or the Right to Rectification: correcting any mistakes or completing the information we hold about you, please see our Data Protection web pages available here or the ICO website for more information.

Individuals have the right to object to processing where applicable under UK GDPR.

How to Complain

If you have any queries, concerns or believe that your Personal Data is being handled in a manner which is contrary to statutory requirements, you may wish to contact the University of Wolverhampton’s Data Protection Officer via dataprotection@wlv.ac.uk or complain to the ICO via www.ico.org.uk

Changes to Privacy Notice

We regularly review our privacy notice and will review it at least annually. This privacy notice was last updated on 17^th July 2026.