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)
  • Location and login data gathered through logging into University Eduroam  WIFI in campus buildings, including teaching and learning spaces and public areas. This is also being used to confirm your attendance on campus due to Covid 19 restrictions.
  • Username data gathered through logging into University Eduroam WIFI in campus buildings, including teaching and learning spaces and public areas. This is gathered solely to support the NHS Test and Trace system and is kept for a strictly limited period of time.
  • Health information where a student either self-reports symptoms of infections illnesses, e.g. Covid 19 or Mumps, or where the University is informed by Public Health or NHS bodies
  • We will process physical attendance and monitor those who are unable to attend due to personal or national restrictions in place due to global health events

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.

We pay attention to how you interact with us and may record this information. For example, whether you open or click on our emails, your interactions with University-operated social media accounts, and what you visit on our websites and use this information to personalise future interactions.

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 basisJustification
Assessing eligibility to undertake our academic programmes Consent & Contract 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)  Contract 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 institution. This is called contractual necessity

Monitor your use of our networks to protect the security and integrity of UoN's IT network and information and electronic communications systems.

Contract Contractual necessity
Assessment of academic progress and performance (including attendance) Contract Contractual necessity
Operate security, disciplinary, complaint, and quality assurance processes and arrangements Contract Contractual necessity
Monitor compliance by you with UoN’s policies and your other contractual and legal obligations. Contract Contractual necessity
Immigration matters Legal Obligation 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 Legal Obligation Necessary for us to comply with our legal obligation under the Equality Act 2010, and for the establishment, exercise or defence of legal claims relating to the University's duty of care towards students and its obligations to comply with the Equality Act 2010
Regulating the University's community (including dealing with misconduct under our procedures for academic and other misconduct) Contract & Legitimate Interest Contractual necessity and our legitimate interest in maintaining academic standards
Obtaining payment of fees Contract 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) Contract & Legitimate Interest Contractual necessity and necessary for our legitimate interest in safeguarding our property and assets
Operation of CCTV Legitimate Interests & Legal Obligation

The University has a legitimate interest in ensuring that its property and assets are protected.

The University has a legal duty of care to ensure the safety of its staff, students and visitors.

Providing appropriate IT and other infrastructure facilities, for example a virtual learning environment, as well as the development of new IT systems Contract Contractual necessity; legitimate interest in providing a proper infrastructure to support the provision of academic programmes and related student services
To manage health and safety incidents including statutory reporting and medical referrals Legal Obligation Compliance with the Health and Safety At Work Act.
Communicating with applicants and students Contract Contractual necessity
Assisting applicants and students to obtain residential accommodation/housing Consent Consent

Administering matters relating to University-managed accommodation including fees, health and safety, catering, cleaning and maintenance and disciplinary procedures.

Contract Contractual necessity. The accomodation service may use personal email addresses for the purposes of communicating with students.
Sharing data with the University of Lincoln to facility application processing including interviews - applicants to Lincoln Medical School only Contract By applying, applicants are taking steps to enter into a contract with the University of Nottingham and the University of Lincoln, which are joint controllers of the Lincoln Medical School.
Assisting applicants and students to obtain residential accommodation/housing - applicants to Lincoln Medical School only Legitimate Interest Legitimate Interests. Student information is transferred to the University of Lincoln to enable it to make an offer of accommodation. The University of Lincoln hereafter is the data controller for this purpose.
Invitations to pre-enrolment opportunities to visit the Lincoln Medical School – applicants to Lincoln Medical School only Legitimate Interests Legitimate Interests. Student information is transferred to the University of Lincoln to enable it to issue invitations to attend Offer Holder Day, Open Days and other events. The University of Lincoln hereafter is the data controller for this purpose.
Careers and Employability Service Contract Contact details, programme details and progression information where relevant to enable the opportunities offered to students by the Careers and Employability Service
Alumni relations services including latest updates and news from the University (including research news), volunteering opportunities, careers advice and free-to-attend alumni-exclusive events. Contract

Contract. Consists of a services that are only accessible to alumni.

Alumni marketing, including paid-for events, non-exclusive volunteering opportunities, online courses (NOOCs), CPD-opportunities and fundraising activities. Consent Consent
Internal Audit Service Legitimate Interest Necessary for our legitimate interests in maintaining internal control, and/or prevention, detection and investigation of fraud
To provide references on request Contract & Consent 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 Legitimate interest in ensuring that the University is able to benefit its staff and students through understanding how they are impacted by its practices and enacting continuous improvement to its policies, processes and technologies.
Supplying contact details to the relevant council tax authority in registered place of residence for Council Tax Registration purposes Consent 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
Purchasing and administering memberships with UoN Sport, and for the arrangement of training and advice, sporting competitions, tournaments, matches and fixtures Contract Contract with UoN Sport
Collection and analysis of publicly accessible records of sporting achievement, such as National Sport Governing Bodies and Power of 10 Legitimate Interest Legitimate interest in enabled the University to recognise sporting achievements of staff
For the purpose of obtaining professional accreditation and charter marks, such as Athena Swann. Legitimate Interest Data will be shared in aggregated and anonymised format. The legal basis for this processing is legitimate interest.
For the purposes of conducting competitions and recognition schemes, making awards and giving prizes Legitimate Interest Legitimate interests. There is a clear and established benefit to the University being able to run competitions and award excellence.

To maintain the health of our entire campus population, by monitoring student movements around campus to enable effective Test and Trace processes during global health events

To identify those affected through Health Screening and Self Reporting.

The University is under a legal obligation to ensure health and safety of employees, student and visitors and those affected by its undertaking

It is in the University’s legitimate interests (ensuring wellbeing and minimising risk to the public as well as the delivery and continuance of operations)

It is the public interest.
Compliance with relevant national Health & Safety legislation and any national legislation bought in in the event of a Global Health Emergency.

Legitimate interest in ensuring that the University is a safe and healthy environment for all students, staff and visitors.
 

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, attainment 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, where required for the purposes of supporting efficient and effective engagement to support the efficient and effective engagement of all eligible Students in the democratic functions of UoNSU, to support the inclusion of representatives of UoNSU (including Student representatives) on University committees that may include discussions about, or the provision of, data or statistics that could potentially include that of identifiable persons (including other Students); to support the efficient and effective communication of UoNSU services to all Students; to support the administration of all elections, and membership activity; to enable effective management and planning of UoNSU services and facilities; to support any investigations, or matters pertaining to, Student safety, wellbeing, safeguarding or the prevention or detection of crime in order to ensure a secure and safe environment for students, staff and visitors; and to comply with any legal obligation to which either Party is subject.
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 and assessment records
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, contact information & account credential where required for single sign-in.
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

NHS Test & Trace and PHE (or its replacement)

We may share your contact details and information on your movements around University Campuses in order for them to identify individuals who you may have been in contact with or who may have been in contact with you. This is done in order for them to contact individuals where self-isolation may be required.

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.

The University of Nottingham also works with suppliers and partners who may make use of Cloud and/or hosted technologies. We undertake data security due diligence on our partners, ensure that suitable contracts are in place and that these partners conform to appropriate accreditations.

Wherever these transfers take place, the University will have an appropriate contract in place and there are strict rules regarding the confidentiality and security of your information in place to safeguard it.

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 26th November 2019.

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