Share your data - Complete the picture
Share your data

Personal information is collected during online registration and re-registration.

If the data has already been provided through UCAS or the Online Postgraduate Application System, the relevant fields will appear pre-populated during registration. If any fields are empty, they must be completed before registration can be finalised.

After registration, details can be viewed in Evision under ‘Maintain Your Personal Details’.

If any details are missing or incorrect, please contact the Student Support Hub to request an update.

For staff members based at Clerkenwell and Moorgate, personal information can be updated on Oracle. In Oracle, navigate to the ‘Me’ tab, select the ‘Personal Information’ app, and then choose ‘Personal Details’ to update your information.

A step-by-step video guide is available for updating personal information in Oracle.

This guide walks you through the process to keep your personal information accurate and up to date.

Personal information is collected during online registration and re-registration.

If the data has already been provided through UCAS or the Online Postgraduate Application System, the relevant fields will appear pre-populated during registration. If any fields are empty, they must be completed before registration can be finalised.

After registration, details can be viewed in Evision under the option ‘Maintain Your Personal Details’.

If any details are missing or incorrect, please contact the Student Systems Team to request an update.

Staff members based at Tooting can update their personal details within MyWorkplace by clicking ‘View Profile’. Once you’re in your profile, you’ll see different sections that can be edited, including ‘Sensitive Information’, where fields such as ethnicity and other personal details can be updated.

At the top of the page, there are two tabs: ‘Personal’ and ‘Employment’. It opens on the Personal tab by default; to view or update employment details, click the Employment tab.

1. Is my data secure?
   • Yes. All data is securely stored in line with GDPR and the Data Protection Act 2018. Access is strictly controlled, and the data is stored on protected university systems.
2. Who will have access to my information?
   • Individual-level information is only accessible to authorised staff within central HR/Student Records teams who manage the database. Reports shared with Schools, departments, or senior leaders are always anonymised and aggregated.
3. Why are you asking for my personal information?
   • We collect this information to help us to better understand the make-up of our staff and student community. This enables us to make informed decisions and ensure we can provide and tailor specific training, development programmes and EDI initiatives to meet the needs of our community. The data also supports reporting to help provide an accurate picture of the make-up of staff and students and aids in highlighting areas of inequities.
4. Why is it important that I complete this information?
   • Your contribution helps us build a more accurate picture of our community. The more people who share their data, the more reliable our analysis becomes, which means we can better target initiatives and ensure all of our community needs are considered
5. Why should I update my personal characteristic data? What is the point?
   • When people do not update their data, we cannot get a full picture of our community, limiting what support we can offer. Sharing your information helps improve services, inform decision-making, and ensures that the community is more accurately reflected in the data that we hold.
6. What will my data be used for?
   • Your data helps the University understand the makeup of our staff and student community, identify gaps, and improve support. Data is analysed in aggregate (grouped together) and used to identify trends and is used for institutional reporting including: the staff and student monitoring report, pay gap reporting, and degree awarding gap. It directly informs policy decisions, wellbeing initiatives, and inclusive practices. It is never used to make decisions about individuals.
7. Can you give examples of how this data has been used?
   • Equality monitoring has helped us to:
     • Identify inequities through reporting, monitor progress and share findings transparently
     • Inform adjustments to recruitment processes such as anonymised shortlisting
     • Develop targeted wellbeing and support initiatives
8. How will I know what the University learns from this data?
   • We are committed to transparency. Key findings are published in annual reports including the Student and Staff Equality Monitoring Report and the Annual EDI Report.
9. What if I don’t want to disclose certain information?
   • That is completely fine. Every question includes a ‘Prefer not to say’ option. Participation is completely voluntary. You choose what you share, and when.
10. Is this data anonymous?
    • We don’t publish individual records. When data is analysed, it is grouped so individuals cannot be identified. For smaller groups, additional safeguards are applied to ensure anonymity.
11. Will this data ever be used against me?
    • No. The information is used to support, not penalise. Our processes ensure that individual identities are protected, and data is only used in anonymised or aggregated forms.
12. What if I am worried about my information being shared?
    • Your information will never be shared at an individual level. If you share details such as your sexual orientation or gender identity, this will only ever be used in aggregated reporting. No one outside the secure systems will know what you have shared.
13. How can I trust that the University will use this data responsibly?
    • We take confidentiality and responsible data use very seriously. We comply with legal requirements, use the data for equality monitoring and apply safeguards to protect privacy. We are committed to being transparent. Sharing your data helps us to build a more inclusive, equitable environment, which is more accurately reflective of our community.

1. (For students) Will my lecturers, tutors or peers be able to see my personal data?
   • No. Your personal data is kept confidential and is not visible to lecturers, tutors, or academic staff.  The information you provide is only accessed by a small number of trained staff within central University teams (such as Student Services) and is used only for anonymised reporting and to help improve services across the University. Your lecturers and tutors will not know what you have shared and choosing ‘Prefer not to say’ is always an option.

1. Will my manager, or colleagues see my individual responses?
   • No. Your responses are confidential and will never be visible to your line manager, lecturers, or colleagues.