This privacy notice relates to people who have registered for, and making enquiries about studying at specific Universities in the United Kingdom (UK), as part of Study in the UK Week 2020, whose enquiry is handled by the EU recruitment, international recruitment and their respective admissions teams. Throughout this privacy notice, the terms “we” and “us” refer to the EU recruitment, international recruitment and their respective admissions teams. As part of enquiry management, the Universities participating in the Study in the UK Week 2020 collects and processes personal data relating to you. The Universities are committed to being transparent about how they collect and use that data and to meeting their data protection obligations.

If you are under the age of 16, you should not provide us with personal information. This is because the service provided by us is directed at students aged 16 and over. We can usually resolve enquiries without you needing to give us sensitive information.

The UK Universities participating in the Study in the UK Week 2020 and their individual data controllers are as follows:

  1. City, University of London - dataprotection@city.ac.uk

  1. London South Bank - dpa@lsbu.ac.uk

  1. University of Essex - infoman@essex.ac.uk

  1. Northumbria University - dp.officer@northumbria.ac.uk

  2. St Mary's University, London - foi@stmarys.ac.uk

  3. University of Central Lancashire - DPFOIA@uclan.ac.uk

  4. University of Reading - r.a.daniells@reading.ac.uk

  5. University of Sussex - dpo@sussex.ac.uk

  6. Bournemouth University - futurestudents@bournemouth.ac.uk

  7. Arts University Bournemouth - dp@aub.ac.uk

  8. Oxford Brookes University - Information Mgmt Team BrookesDPO@brookes.ac.uk

  9. University of the West of England - dataprotection@uwe.ac.uk

  10. University of Kent - datapro@kent.ac.uk

  11. University of Surrey - dataprotection@surrey.ac.uk

  12. University of Derby - gdpr@derby.ac.uk

  13. University College Birmingham - dataprotection@ucb.ac.uk

  14. De Montfort University - dataprotection@dmu.ac.uk

  15. York St John University - us@yorksj.ac.uk

  16. University of Wolverhampton - dataprotection@wlv.ac.uk

The information we collect

Information held about you may include name, email address, telephone number, course of interest, year of entry, nationality, country of reference, your communication preferences, prior education, including university attended, subject studied and year of graduation, details of your qualifications, skills and experience.

Why we collect this information

We collect and process your information to deliver the recruitment-related services you have requested through activities such as:

  • sending you a prospectus

  • sending you news and information related to your course or other aspect of your study or being an international student

  • sending you further information you have requested after attending an event

  • participating in live chat or other online events

We may also use the information you provide us to:

  • better understand your needs and inform improvements to aspects of our service

  • to communicate with you and provide other information that we believe you may be interested in

If you provide consent but later decide you want to withdraw this, you have the right to change your mind.

Legal basis for holding your data

The GDPR requires us to establish a legal basis for processing your information. For the purpose of this privacy notice the processing is covered under GDPR Article 6 (1)(a) where processing is based on consent and the controller shall be able to demonstrate that the data subject has consented to processing of their personal data.

You have the right to withdraw your consent at any time and can do so by contacting the Universities as per the details above.

How your data is held

Depending on the service you require your personal data could be held within our email systems: Dotmailer, the Student Data CRM, Microsoft Dynamics CRM, Google Inc, Hobsons Radius, Connect, Gecko Labs Limited, Campus Management Corporation, Azorus, SalesForce, SAP, iengage.

Staff within the Universities EU recruitment, international recruitment, marketing, and communications departments who manage the recruitment process access these above named systems.

Access to the data

We may share your details with other teams within the Universities in order to fulfil the service you require. These teams may use a range of systems to store and process data, including, but not limited to the CMS for the website, the Student Data CRM, Dotmailer, Google Inc, Hobsons Radius, Connect, Gecko Labs Limited, Campus Management Corporation, Azorus, SalesForce, SAP, iengage.

We work with organisations who help us to process data. Some personal details are held on:

  • Student CRM, customer relationship management system

  • Google Inc. (please see the Google Inc. privacy policy at https://policies.google.com/privacy)

  • Google Hangouts and Google Meet

  • GeckoEngage

  • Protect, Capture, Visit and Chat (Campus Management Corporation)

  • Formstack

  • Mailchimp

  • Data Harvest, mobile event capture system

  • Azorus, CRM student recruitment system

  • Akero Capture, content management system

  • C4C SAP, data capture

  • HubSpot

  • GoToWebinar provided by LogMeIn (privacy policy at https://www.logmeininc.com/legal/privacy)

  • Zoom Webinar https://zoom.us/privacy

  • Microsoft Dynamics 365 customer relationship management system

  • DotMailer and Qubamailer direct email systems

  • TerminalFour, website content management system

  • SITS

  • Social media channels including Facebook, Instagram and Twitter may hold your personal data if you contact us through that medium

All data relating to your enquiry is held within the European Economic Area and will not be transferred outside of this area.

How we protect your data

We take the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

How long we will keep your data

Unless you request otherwise, your data is kept for up to two years or until the end of the recruitment cycle in which you contacted us. For example, if you registered for the Study in the UK Virtual Week event in May/June 2020, we will keep your data until June 2022. If you become a student with us, this data will then be kept according to the student records retention schedule.

Data subject rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data via a subject access request

  • require the university to change incorrect or incomplete data

  • require the university to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing

  • object to the processing of your data, in certain circumstances, for example, where the university is relying on its legitimate interests as the legal ground for processing; or for direct marketing purposes

  • ask the university to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the university's legitimate grounds for processing data

  • withdraw your consent at any time, where we have requested and obtained your consent

  • where our lawful basis is consent or performance of a contract we will allow portability of your data

If you would like to exercise any of these rights, please contact the Universities as per the details above.

The right to complain to the Information Commissioner’s Office

If you are unsatisfied with the way the Universities have processed your personal data, we ask that you let us know so that we can try to put things right, or if you have any questions or concerns about your data please contact us on the contact details above.

If we are not able to resolve the issue to your satisfaction, you have the right to complain to the Information Commissioner’s Office.