Privacy Information for Students and Applicants

   
   

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This privacy notice applies to current and former students and applicants. It explains how we'll process your personal data. This notice does not form part of any student or applicant contract.

What information do we hold?

We hold a range of personal data about you, some of which you provide to us directly and some of which we receive from third parties.

Here are some examples of types of personal data we hold:

  • your contact details
  • prior educational experience and attainment
  • immigration information (such as passport details and language proficiency)
  • where relevant, health information (including any disabilities) and other equality monitoring data you provide to us

In addition, if you come to study with us, we'll start keeping data like:

  • academic performance
  • attendance and progression
  • if it's relevant, breaches of our policies (such as academic or other misconduct concerning University activities)

We also process contact and educational details after you stop being a student with us.

How do we use it and why?

When you're an applicant, we process your personal data for the purposes of assessing your eligibility to be offered a place on one of our academic programmes and for identifying any support needs you may have.

If you accept a place on a course and/or register as a student at the University, we process your personal data for the purposes of providing our academic programmes and related services, such as welfare support.

In general, this applies to personal data you provides to us to process your application and, if enrolled, to monitor academic performance. Without that information, we wouldn't be able to provide you with your chosen academic programme and related support services.

Some personal data is also required to fulfil our legal obligation regarding immigration. A failure to provide that information would interfere with your application for a UKVI Tier 4 visa.

We only process data for specified purposes and if it is justified in accordance with data protection law. The table below lists examples of personal data we process and the justification for it.

Purpose of data use and justifications
 PurposeLegal basis and justification
Assessing eligibility to undertake our academic programmes Consent and/or processing is necessary for the purposes of taking steps prior to entering into a contract with us
Provision of academic programmes and related services (including IT and library services)  Necessary for performing a contract - in other words to provide your chosen academic programme. This can be a contract with us or a contract between you and your sending instituion. This is called contractual necessity
Assessment of academic progress and performance (including attendance) Contractual necessity
Administration of complaints, grievances and appeals Contractual necessity
Immigration matters Necessary for us to comply with our legal obligation in relation to students or applicants who hold Tier 4 visa. Such processing may also be in the public interest and your consent may be required in some cases
Making reasonable adjustments for disabilities and providing relevant support to students or applicants with ill health Consent
Regulating the University's community (including dealing with misconduct under our procedures for academic and other misconduct) Contractual necessity and our legitimate interest in maintaining academic standards
Obtaining payment of fees Contractual necessity and our legitimate interest in obtaining payment for the services we provide
Protecting our property and assets (for example by dealing with misconduct) Necessary for our legitimate interest in safeguarding our property and assets
Providing appropriate IT and other infrastructure facilities, for example a virtual learning environment, as well as the development of new IT systems Contractual necessity; legitimate interest in providing a proper infrastructure to support the provision of academic programmes and related student services
Communicating with applicants and students Contractual necessity
Assisting applicants and students to obtain residential accommodation/housing Consent
Careers and Employability Service Contact details, programme details and progression information where relevant to enable the opportunities offered to students by the Careers and Employability Service
Alumni relations Necessary for our legitimate interests and by consent for marketing, fundraising and maintaining an alumni network
Internal Audit Service Necessary for our legitimate interests in maintaining internal control, and/or prevention, detection and investigation of fraud
To provide references on request Necessary for the performance of the employment contract or where consent has been given
Carrying out internal research and analysis for non-academic purposes including monitoring performance and quality at an institutional level and where there is no direct impact on data subjects Legitimate interest in ensuring that the University is able to benefit its staff and students through understanding how they are impacted by its practices
Purchasing and administering memberships with UoN Sport, and for the arrangement of training and advice, sporting competitions, tournaments, matches and fixtures Contract with UoN Sport
Supplying contact details to the relevant council tax authority in registered place of residence for Council Tax Registration purposes Consent is collected at the point of enrolment. Students that do not wish to consent must still register for Council Tax purposes with the relevant local authority
Collection and analysis of publicly accessible records of sporting achievement, such as National Sport Governing Bodies and Power of 10 Legitimate interest in enabled the University to recognise sporting achievements of staff

There may be other processing in addition to the above, for example, when you access our website which uses cookies, or when we take photos or video of our events and publish them. This is done on the basis of our other policies, and we will inform you about such processing at the time when the data is obtained or as soon as we can afterwards.

Where the basis of processing your personal data is a contractual necessity and you don't provide us with the personal data needed, the University may not be able to process your application or provide you with the programme for which you have applied. A failure to provided immigration-related data may result in failure to obtain a Tier 4 visa for those students who require it.

What information do we get from third parties?

Sometimes we receive your data from third parties. The following table lists what information we may receive from them.

Who we get data from
Data we may receiveSource
Application data, which includes contact details and attainment, work experience, previous institution, contextual data and disability information UCAS
Your immigration status Home Office (UKVI), Foreign and Commonwealth Office
Transcripts (details of programmes undertaken or being undertaken at another institution, and your attainment) Another institution and/or secondary schools
Medical, accessibility related and similar information, occupational health medical clearing (we only obtain this information from third parties if you give us consent to do so) Another institution, medical practitioners and/or family members
Your financial status Student Loans Company
Details of any University associated complaint Officer of the Independent Adjudicator
Details as to how you are performing in your apprenticeship Your employer if you are an apprentice
Details of performance in foundation courses Kaplan and other partner institutions and agents
Details of performance in other educational institutions or in relevant jobs Referees you have identified
Information relating to criminal convictions Disclosure and Barring Service
Accreditation information Relevant professional accrediting bodies
Sporting achievement records Public records held by National and Regional Sport Governing Bodies, and Power of 10

 

Who do we share it with?

Sometimes we may need to share your data. The following table gives examples of this kind of data sharing.

Who we share data with
RecipientsData which we may share with them
Our academic staff Contact details, attendance and progression information, education and attainment data, and where necessary for the implementation of reasonable adjustments and/or the provision of other support and subject to your consent health information. Your contact details may also be used by these staff when recruiting to related extra-curricular activities, such as volunteering opportunities
Our administrative and support staff Contact details, immigration details, attendance and progression information, education and attainment data, and where necessary for the implementation of reasonable adjustments and/or the provision of other support and subject to your consent health information. Your contact details may also be used by these staff when recruiting to related extra-curricular activities, such as volunteering opportunities
Our alumni team Contact details, attendance and progression information
The University of Nottingham Students' Union Contact details and student record details where relevant to enabling the opportunities offered to students by the Union
Employment or study placement providers Your CV as well as any accessibility and assistance requirements and related information
Cocurricular and/or extracurricular excursion providers Accessibility and assistance requirements and related information
Your employer if you are an apprentice Details as to how you are performing in the academic part of your apprenticeship
Future employers Personal information relating to conduct, performance and academic achievement, where we are asked for a reference
University league table compilers, for example The Economist, Financial Times and organisations compiling graduate destination data Contact details and employment or further study destination data
Official bodies to which the University is obliged to report, for example HESA  and the Office for Students, or their agents Information supplied as necessary to fulfil the University's reporting obligations to these bodies. This may include relevant special category data
External examiners Identification details and exam papers
UK Home Office Passport details, programme details and fees, and housing details
Tutors in Halls of Residence Student details
Housing providers Student details
Data processors (in other words third parties who process personal data on our behalf such as software providers) Application details, attendance records
Local Authority Contact details
Student Loans Company Contact details
Research partners Contact details, attendance and progression information
Regulatory and accrediting bodies, where you are on a professionally accredited programme, for example the GMC Contact details, attendance and progression information
Funding bodies, scholarship and bursary providers Contact details, attendance and progression information
Government agencies, for example HMRC (only upon request and where there is a legal basis for doing so) Contact details
Police (only upon request and where there is a legal basis for doing so) Information supplied as necessary in order to fulfil the University's legal obligations with respect to fire prevention and detection of crime

When do we transfer data overseas (outside of the European Union)?

As shown in the table above, we will share your data with your placement provider, who may be outside of the EEA, on the grounds that such transfer is necessary for performing our contract with you.

How long do we keep your data?

Usually application-related personal data will be kept for around one year.

Contractual information (for example details of your attendance, performance and contact details) is retained for six years after you have completed or otherwise terminated your programme. Retention periods are usually linked to legal limitation (statute of limitation) periods. The University's records retention schedule is available online.

Personal data held in connection with our alumni office will be retained in support of your lifelong relationship with the University, or until there is no longer a legal basis for holding it (for example if you withdraw your consent).

Where can I get more information?

If you have any questions about this policy, please contact the data protection team.

We will keep this privacy notice under regular review and we will place any updates on this web page. This privacy notice was last updated on 27 September 2018.

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University of Nottingham

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