Legal

Agreement

All members are required to sign a legal agreement between HEAT c/o University of Kent (Coordinating Institution) and the member (Participating Institution) that outlines the terms of the HEAT Service. Agreements are entered into for a three year period, from the effective date of the Agreement, and administered to the Member’s designated Legal ‘Point of Contact’ and Operational ‘Point of Contact’ via DocuSign. Agreements are renewable every three years (unless different terms are negotiated).

Data Protection

Providing robust Data Protection is a top priority and something we take seriously. Alongside the HEAT Privacy Notice and HEAT Data Protection Policy, we provide a suite of resources to help ensure each member organisation complies with legislation.

To comply with GDPR law on collecting and retaining personal data, HEAT members should follow the HEAT Data Retention Policy which makes clear how long they will retain personal information. This allows them to use the Data Retention Tool to identify and delete Student records when required.

We also require all HEAT members to include a link to HEAT’s Privacy Notice and HESA’s Data Protection Notice in any notice served to an individual (including their own organisation’s Privacy Notice), to ensure we remain compliant.

Read the HEAT Privacy Notice

Security

The HEAT Technical Compendium outlines our technological and organisational measures and implemented security procedures that minimise the risk of unauthorised access or disclosure. It should provide answers to most queries when completing a technological audit or Data Protection Impact Assessment (DPIA).

Download the HEAT Technical Compendium (members only)

Reporting an Emergency

If you would like to report a high priority concern, data breach or security emergency, please read see our dedicated webpage.

Access our Emergency information

Subscription

All members pay a financial contribution (subscription) to the cost of the HEAT Service in each year of their Agreement, which is subject to a percentage increase in line with the Retail Price Index in the preceding 12-month period. Such increases shall take effect on the 1st August each year.

HEAT c/o University of Kent invoices each member annually in advance of the anniversary of their Agreement, or where members pay for more than one year in advance then HEAT shall invoice in advance of the Agreement effective date for the full three year term. VAT shall be added to all such invoices at the prevailing rate and members shall adhere to the published payment terms of the University of Kent, which are 30 days from date of invoice.