Data privacy and terms and conditions

Using your data

When you register to attend graduation, you will be required to provide us with some personal information (such as name, email, student registration number, address). We need this to process your graduation registration. Data is only used within the University and is not stored longer than neccessary. 

Our lawful basis for processing personal data under data protection law is UK GDPR Article 6(1)(e): “processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller”. It is established in clause 3(a) of the University Charter that the University shall have the power to award degrees and other academic awards, and, in order to do this, we need to process the personal data of the individuals to whom we are awarding those degrees or awards.  

Our lawful basis for processing special category data is UK GDPR Article 9(2)(g): “processing is necessary for reasons of substantial public interest, on the basis of domestic law which shall be proportionate to the aim pursued”. Our condition in law is Schedule 1, Part 2, Paragraph 6 of the Data Protection Act 2018: “Statutory etc and government purposes”. The relevant statutory purpose is section 20 of the Equality Act 2010, which requires us to implement reasonable adjustments to make our buildings and premises accessible to individuals with disabilities. In order to comply with this, we need to process details of individuals' disabilities (which is special category data) so that we can put appropriate adjustments in place.

Publication of names

The names of graduating students are published in the graduation programme which is available to all ticketed guests on the day.  If you are due to graduate and would like your name removed from the programme, please email graduation@sheffield.ac.uk with your full name, student registration number and award title and clearly confirm that you wish to be removed from the publication.

Digital media

The ceremony proceedings are filmed and the recording is available to purchase after the ceremony. By electing to take part in the ceremony proceedings, you are giving permission for your image to be recorded.

Terms and conditions

Cancellation or postponement of the event

The University may cancel, delay, or postpone its graduation ceremonies due to circumstances beyond its control or where ceremonies can no longer reasonably or safely take place.

In the event of any postponement or cancellation, the University will communicate this clearly on its website and will contact each attending student directly with as much notice as is reasonably practical.  

The University will not be liable for any costs incurred by either the graduand or guests due to postponement or cancellation of the event.  This includes, but is not limited to, travel, accommodation and subsistence costs or any loss of business or earnings.  

Therefore, the University strongly advises that graduands and their guests ensure they have sufficient insurance protection to cover any losses they may incur as a result of postponement or cancellation of ceremonies and book flexible rates for travel and accommodation wherever possible.

Privacy notices

You can read the University's privacy notices here.