This section of the Privacy Notice applies to individuals from the point at which they apply to the University for admission through to accepting an offer to study and up to enrolment.
Within this document, the term ‘applicant’ refers to individuals who have submitted an application for admission to the University and individuals who have received or received and accepted an offer of a place from the University.
Once you become an enrolled student with the University your data will be processed in accordance with the privacy notices relating to Students.
The personal data the University holds about you is obtained from a number of sources, including the following:
A full description of the categories of personal data that we process about you can be found in Record of Processing Activities – Student Data (including applicants and alumni). Examples are name, gender, date of birth, contact details, education and training, applicant number, information about your family, lifestyle and social circumstances.
Where you have provided it, information held may also include special categories of personal information and information on protected characteristics required to fulfil the University’s equality duties such as ethnicity and religious beliefs and health information.
The University requires to process the personal data it collects about you for the purposes of administering the application process. This includes:
The law provides a number of basis on which Data Controllers such as the University can legitimise its processing activities. As part of the recruitment, application and admissions process the University requires to process your personal data in a number of different ways and legitimises its processing activities on a variety of lawful basis. We have set out in our Legal Justification for Processing Student Records (including applicants and alumni) how we legitimise each processing activity. However the majority of our processing activities in relation to your personal data will be on the following grounds:
To fulfil the Student Contract
If you choose to accept an offer to become a student of the University you are required to accept our student terms and conditions and this acceptance results in a contract being formed between you and the University. As part of the application process the University is gathering the information needed prior to entering into that contract. Once you are a student we process your personal data where this is necessary for the performance of the student contract between you and the University. Examples include processing personal data to deliver the educational programme to you, dealing with absence management and disciplinary actions, providing you with student accommodation and administering the financial aspects of studying e.g. payment of fees, grants, loans etc. If you do not provide us with this information and allow us to process it as envisaged in this document, we may not be able to deliver the requested service to you.
Compliance with a Legal Obligation
Sometimes we need to process your personal data to comply with a legal obligation on us. An example of this is monitoring compliance with equality legislation under the Equality Act 2010.
As part of the application process the University may disclose student personal data to third parties, the main categories of bodies that we may disclose your personal data to are:-
When we share your personal data with a third party as set out above or as referred to within our Record of Processing Activities – Student Data (including applicants and alumni), in some cases, in particular to our use of Cloud based facilities including Box or in relation to overseas exchanges, these may involve a transfer of personal data to a recipient outside of the European Economic Area and located within a country that may not be viewed as having adequate data protection laws by the European Commission. All international transfers will be in accordance with applicable data protection laws including the GDPR. We will make sure that appropriate safeguards are in place to protect your information and your rights under privacy law and apply the same high standards of privacy and security wherever we process your data.
The University will store data relating to your application and are committed to treating data appropriately. The data retention schedules relating to admissions and student records provide information about how data is stored by Admissions and Access on behalf of the University. Where an item of your data no longer requires to be retained, we shall securely remove it from our systems. Please note that if you enrol as a student of the University, some items of your personal data will be retained on a permanent basis. This is in order to ensure that the University can maintain an appropriate permanent archive of degrees and credit awarded and provide services to graduates/former students such as for replacement degree certificates.
If you want further information about how your personal information is used as part of the admissions process or would like to request to correct, restrict or erase personal details you should contact: