Student Services

Data Protection Statement - current students

The University of Nottingham is registered as a data controller with the Information Commissioner’s Office for the purposes of the Data Protection Act 1998.  The University is committed to ensuring that the personal data of its students is handled in accordance with the principles set out in the Act.


Your Personal Data

The University undertakes to maintain your personal data in secure conditions. Your personal data will be disclosed to staff and agents of the University in order to support our services to you; this is done on a need-to-know basis and all staff are made aware of the procedures they must follow to ensure your data is protected.

Your personal data is held for the purposes set out in full in our ICO registration. By signing your registration agreement, you confirm that you understand that your data may be processed for these purposes which include:

  • maintenance of your student record (including personal and academic details);
  • management of academic processes (including teaching, exam board meetings, and awarding degrees);
  • providing advice and support (through Student Services, the University Health Service, the Careers Service, etc.);
  • management of Halls of Residence and providing Hall social events.
  • Where your data is disclosed to a third party, this is done in accordance with the provisions of the Act. Limited personal data may be disclosed to the following:


Higher Education Statistics Authority (HESA)

The University is obliged to disclose some of your personal data to HESA for statistical purposes. This includes details of your ethnic origin and any disabilities you have. Further information on how this data is used is available from HESA. The University may also need to check the accuracy of personal information you provide to us with external data sources, for example if you have been reported on earlier HESA/FE Data Service’s individualised learner record (ILR) returns from other institutions we may need to contact those other institutions for confirmation of any qualifications obtained.


Other Statutory Bodies

In addition to our returns to HESA, the University may be obliged to provide some of your personal data to other statutory bodies, including the Universities and Colleges Admissions Service (UCAS), the Higher Education Funding Council for England (HEFCE), the Student Loan Company, the Home Office and Research Councils.

Home Office

The University may need to contact the Home Office about a student’s immigration status to ensure that he or she is able to enter or remain in the UK legally.  

Statistical Returns

Your personal data may be disclosed for the purposes of the National Student Survey and the HESA "Destination of Leavers from HE" survey.


Additional Disclosures – Professional Qualifications

If you are taking a course leading to the award of a professional qualification from the School of Education, School of Medical and Surgical Sciences, or School of Biosciences, your personal data may be disclosed to additional statutory bodies or agents. Further details are available on request from the relevant school office.




University of Nottingham Students' Union


Upon registering as a student of the University, you will also become a member of the University of Nottingham Students' Union ("the Union"). As the Union is a charitable company, you will become a company law member of the Union. The University will share your contact information with the Union and the Union will use that information for the purposes of running the Union and keeping you informed of its activities.


The Students’ Union is a registered Data Controller and will process personal data for its own purposes in line with the Data Protection Act 1998. Where the Students’ Union has access to University systems they will comply with the University’s data protection requirements. Communication from the Union will be via your University email and via the Union website and would include information regarding your membership rights, including for example notice of general meetings, referenda and election of trustees. It may also include marketing materials as described above.

If you object to this, please email to and state that you do not wish to receive such items. You have the right to not be a member of the Union. For information on exercising this right, please contact the Union at the above email address.


Alumni Relations

All graduating students are invited to join the University's alumni community. Your details will be passed to our Alumni Relations team to allow them to contact you. You may withdraw from these communications at any time by contacting Alumni Relations.


Employers and Other Education Providers

The University may disclose some personal data with current and potential employers of its students; previous, current, or potential providers of education to its students; and other educational institutions where the student is involved in an exchange or placement programme.


Crime and Taxation

The University may share your personal data where this is for the purposes of detecting or preventing crime or taxation purposes (e.g., eligibility for council tax exemptions).



The University may outsource some of its processes and provide students’ personal data to third party companies for these purposes.


Other Third Parties

Information in respect of student progress will normally be disclosed to student sponsors. Other disclosures to persons or institutions not deemed to be authorised third parties will be made only with your consent, unless exceptional circumstances apply as provided by the Act.


Using Cookies

The University's policy on cookies is available online.


Overseas Transfers

Countries outside the European Economic Area may not offer the same protection for personal data and individual rights relating to this. The personal data of students is shared across the University's campuses in the UK, China, and Malaysia. By signing your registration agreement, you consent to your data being shared in this way.


Access to Your Personal Data

To access the personal data held on you by the University, you should submit a Subject Access Request. Further details are available from the Data Protection pages.


Student Services

Portland Building, University of Nottingham
University Park
Nottingham, NG7 2RD

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