Information for Enquirers, Applicants and Students
Throughout your time as a University student we will need to collect and process personal data which relates to you. Examples of the types of personal data that we may collect and process prior to, during and after your time as a University student include:
|Stage||Purpose of processing your personal data||Personal data to be processed|
|Initial enquiry||You have contacted us to order a prospectus, or to book on to an open day||Name, contact details (email address, home address, telephone number), date of birth|
|Application||Your application to study at the University needs to be recorded, evaluated and responded to||Name, date of birth, contact details, nationality, academic qualifications, references, and information which you provide in your personal statements.|
|Enrolment||When you are admitted as a University student, we require information in order to ensure the effective administration of your time as a student including your access to and use of our sites, processing of tuition fees, security||Name, contact details (including emergency contact details), date of birth, academic qualifications, your photograph, details of any disability or other medical information that we need to be aware of, financial information relating to payment of tuition fees, details of any criminal convictions, and where necessary passport and visa information|
|Throughout your studies||In addition to maintaining your student record, we will record information about your studies including your performance||Assessment and examination results, updates to your contact details if they change|
|Graduation||In addition to confirming your overall course result and classification, we will invite you to your graduation ceremony||Name, contact details, assessment and examination results, overall course result and classification|
|Alumni||Where you wish to keep in touch with us following graduation, for example to attend alumni events||Name, contact details, qualification gained at the University|
We provide students, on enrolment, with a fair processing statement, which will provide you with specific information regarding the purposes for which your personal data will be processed, the legal basis for that processing, and any disclosures that will be made of your personal data. In addition you can view our fair processing notices for students and prospective students and applicants via these PDF documents:
Some of the information that we hold on your student records is classified as sensitive personal data (or special categories of personal data under the GDPR). This may include information about your physical or mental health, or your nationality. Where we hold sensitive personal data about you, we are subject to even stricter obligations to ensure that this data is kept confidential and used only for specific purposes.
The processing of student personal data is necessary for the performance of our agreements with you. Personal data may also be processed where this is necessary for the compliance with a public task, legal obligation (for example, reporting incidents of crime to the police), vital interest or where it is in our legitimate interests to do so.
Where we are required to report statistics about our students, including for example in relation to equality and diversity monitoring, the required information will be anonymised to ensure that no student can be personally identified. If, however, the numbers reported are of a number which could result in the identification of an individual student, the figures will not be made available publically.
Where your personal details change, for example if you move house, it is your responsibility to inform us so that we can correct your student record. You are also responsible for ensuring that your student ID, access card, and any passwords that we issue to you are kept confidential and not given to anybody else.
Where you access personal data in the course of your studies
If, in the course of your studies you need to process personal data about third parties, for example in conducting research, you should in the first instance consult and comply with all restrictions contained within and terms of our data protection guidelines for student projects. If you are in any doubt as to whether the intended processing is fair, lawful and transparent in accordance with the GDPR you should contact the Information Protection Unit prior to collecting or processing any personal data.