Privacy Information for Visitors, Correspondents and Prospective Applicants

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This Privacy Notice applies to visitors to the University and people with whom the University communicates who are not either staff or current students, including prospective applicants such as enquirers, prospectus requesters, and other individuals who have expressed an interest in studying at the University of Nottingham or participating in the activities of the University in another way, such as on one of our outreach programmes. It applies to adults and children who visit the campus for one-off events such as community open days, and to those who visit for longer periods, such as to attend one of our outreach programmes or use certain facilities, such as the libraries or sports facilities. It explains how we will process your personal data.

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 such as agents or third-party companies. Sometimes this means we may process information related to children in your care.

Examples of categories of personal data which we hold:

• Personal details such as name and title
• Contact details such as address, telephone number and personal email address
• Country of Nationality and Domicile
• Company details
• Vehicle registration
• CCTV footage

We may also collect, store and use information about your health or religion should you require us to make reasonable adjustments for you during your time on the University’s premises or to make resources accessible to you.

How do we use it and why?

We process data to help support your current and future relationship with the University.

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

Legitimate Interests

Why we process data

Data subject	Data processed and its purpose	Legal basis and justification
Visitors to the University for commercial, community or similar purposes	Name and contact details	Processing is necessary for our legitimate interest in regulating access to the University and managing safety at the University’s premises
Visitors who are members of the general public visiting the University for a specific event	Name and contact details and any further information required for your attendance at the event, such as dietary requirements	Contractual necessity - without that personal data we may not be able to provide the event to you
Visitors who are contractors to provide services to the University	Name and contact details	Contractual necessity - without that personal data, we may be prevented from complying with our legal obligations to ensure the health and safety of visitors to our site and so will be unable to allow you onto our premises to perform the contract
Individuals with whom we correspond, such as schools, businesses or recruitment agents	Name and contact details. The University uses your data to keep you up to date with events and initiatives that may be of interest to you	Processing is necessary for our legitimate interest in giving you information on items that may be of interest or benefit to you
Individuals who telephone the University	Call contents and voice. Content is recorded for training and monitoring purposes.	Legitimate Interests
Individuals making enquiries via email, webforms etc	Name and contact details, nature of enquiry for the purposes of responding to enquries.	Legimate Interests
Individuals making submissions of material to the University, either solicited or unsolicited, via email, webforms etc, such as requests for stories etc	Name and contact details, submitted material	Consent
Members of research communities and collaborators	Contact details for the purposes of maintaining research communities and sharing research-related news and best practice	Public task
To provide IT services, building access and library services	Legitimate Interests	Please note that anyone using non-UoN accounts to access Microsoft 365, your email address will become visible to anyone searchng for you within Microsoft Teams. We are unable to enable access to M365 without your data becoming searchable in this way. For non-essential library users and MS Teams users, the legal basis for this processing is Legitimate Interest.
Correspondents, supporters and collaborators	Collecting impact statements and references from correspondents, supporters and collaborators to support applications by staff or students to internal and external awards or competitions, and where such evidence and the author's details may be passed to a third party for the purposes of administrating the award or competition and which may be published. Such processing is distinct from any similar processing undertaken for the purposes of the Research Excellence Framework (REF), however, material collected for these purposes may also be used for the purposes of the REF, for which a separate processing statement appears below.	Consent for solicited information, Legitimate interest for already held data
Correspondents, supporters and collaborators	Collecting impact statements and references from correspondents, supporters and collaborators to support the Research Excellence Framework process, and where such evidence and the author's details will be passed to Research England for the purposes of assessment and which will be published in an identifiable form, unless confidentiality has been requested. Material processed for the purposes of the Research Excellence Framework (REF) may also be used for marketing purposes and supporting internal and external  awards and competitions and funding applications. Statements for these other processing purposes are included on this page.	For the processing of personal data for the purpose of the REF, the legal basis is Statutory Task. For any other purpose, the legal basis is Legitimate Interest.
Members of the public using University facilities, such as libraries or sports facilities	Name and contact details and the details of the services you have registered for	Contractual necessity
To carry out surveillance via CCTV including bodyworn cameras for - for the prevention, reduction, detection and investigation of crime and other incidents; to ensure the safety of staff, students and visitors; to assist in the investigation of suspected breaches of University regulations by staff or students; and the monitoring and enforcement of traffic related matters.	Legitimate Interests/ Statutory Obligation/ Contract	The University has a legitimate interest in ensuring that its campuses are safe place to work, live and study. It has a statutory duty of care to its staff and students to ensure a safe environment and where individuals use car parking facilities, they have entered into a contract with terms and conditions that require surveillance for monitoring purposes.
Prospective applicants who enquire to the University, request information at an event	Name, contact details, area of interest, country of nationality and domicile. The University uses your data to effectively answer the enquiry	For responding to your enquiry, the legal basis for processing is contractual necessity. You may also be sent information about events or resources at the University where this would be relevant to any future study on this basis
Individuals booking on a University Open Day	Name, contact details, area of interest and age category. The University uses your data to process your booking	For processing your booking, the legal basis is contractual necessity You may also be sent information about events or resources at the University where this would be relevant to any future study on this basis
Enquiry data collected via third-party platforms, such as UCAS	Name, contact details, area of interest, year of entry, school or organisation and further information supplied by the third party that may vary. The University uses your data to send relevant marketing materials of interest to you	The legal basis for processing is consent. You may go on to be sent marketing materials, but only if you opt in to receiving it. We may also use some of this information as a contractual necessity in our relationship with you
Summer school applicants and participants	Name, contact details, date of birth, gender and medical information. The University uses your data to process your application to the summer school, to communicate with you about it and other directly related opportunities, to facilitate participation in the summer school, and to administer any related benefits	The legal basis for processing is for the performance of a task carried out in the public interest as universities invest considerable resources into the outreach work that they undertake and the collaborative outreach projects we do are often funded by public money. You may also be sent marketing materials, but only with your explicit consent
Outreach programme applicants and participants	Personal and contact details, and information relating to your background and living situation in order to assess your eligibility to undertake our Widening Participation outreach programmes, and then providing these and related services	The legal basis for processing is for the performance of a task carried out in the public interest as universities invest considerable resources into the outreach work that they undertake and the collaborative outreach projects we do are often funded by public money. You may also be sent marketing materials, but only with your explicit consent
Participants in Campus Visits	Schools are requested to supply names and date of birth of participants to enable attendance to be matched to individuals that have interacted with the student recruitment outreach team and those that have completed participation sheets for East Midlands Widening Participation Research and Evaluation Partnership (EMWPREP).	The legal basis for processing is for the performance of a task carried out in the public interest as universities invest considerable resources into the outreach work that they undertake and the collaborative outreach projects we do are often funded by public money. You may also be sent marketing materials, but only with your explicit consent
Members of the media	Name, email, social media handle, the publication or broadcaster you work for, your professional contact details and notes on your field of journalistic interest	Processing is necessary for our legitimate interest in giving you information on items that may be of interest or benefit to you
Speakers at Careers events – joining in person or online sessions	Name and contact details. Sessions may be recorded, with permission, and used for advice and guidance with our students.	Legitimate Interest
Purchasing and administering memberships with UoN Sport, and for the arrangement of training and advice, sporting competitions, tournaments, matches and fixtures	Membership information	Contract with UoN Sport
Collection and analysis of publicly accessible records of sporting achievement, such as National Sport Governing Bodies and Power of 10	Records of sporting achievement	Legitimate interest in enabling the University to recognise sporting achievements of staff
Contact information, biographical information	Provision of newsletters or similar communications	Consent/Public Task The University's Charter enables it to use public task for the dissemination of information relating to research and academia. In all circumstances, subscribers will be able to opt out of receiving such communications
Information relating to vehicles and individuals for the purposes of operating the University's visitor parking scheme, including enforcement	Contract with the University of Nottingham for the provision of parking and enforcement. Contract with RingGo. Data entered with RingGo will thereafter be usable for other RingGo parking sites.	Contract

There may be other processing in addition to the above. This is done on the basis of our policies and we'll inform you  at the time when the data is obtained or as soon as possible afterwards.

How we use particularly sensitive personal information

Purpose	Legal basis and justification
We process information about your health to support applicants to access our summer schools	This processing allows us to fulfil our responsibilities to support students with disabilities to access widening participation activities. The legal basis for processing this is substantial public interest to ensure equality of opportunity
We may process information on your ethnicity and racial background	This process is done for monitoring purposes to meet our legal obligation
We may process information on your religion	This will be done with your consent in order to make sure your specific needs are accommodated

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

Source	Data we may receive from them
Schools arranging a University visit or engaging in another programme, or providing references for those participating	Personal and contact details, and information relating to your background and living situation where necessary for eligibility purposes
Other institutions arranging a University visit	Personal and contact details
Your employer	Personal and contact details
Third-party marketing companies and recruitment agents	Personal and contact details
UCAS Media	Personal and contact details
From media contact with the University	Name, email, social media handle of media contacts, the publication or broadcaster worked for, professional contact details and notes on field of journalistic interest
Publicly available third-party sources, such as media contacts’ employers’ websites	Name, email, social media handle of media contacts, the publication or broadcaster worked for, professional contact details and notes on field of journalistic interest
Public profiles maintained for professional purposes (for example LinkedIn)	Name, email, social media handle of media contacts, the publication or broadcaster worked for, professional contact details and notes on field of journalistic interest
From our external media database supplier	Name, email, social media handle of media contacts, the publication or broadcaster worked for, professional contact details and notes on field of journalistic interest

 

Who do we share it with?

On occasion we may need to share your data with internal and external third parties. The following table lists what information we may share with whom.

Who we share personal data with

Recipients	Data which we may share with them
Our administrative and support staff	Personal and contact details and, where necessary for the implementation of reasonable adjustments and/or the provision of other support and subject to your consent, health information
Data processors (third parties who process personal data on our behalf)	Personal and contact details
Accommodation services who arrange accommodation for summer schools	Personal details and dietary requirements
Organisation with whom we collaborate to host events you attend, such as other universities or schools	Personal and contact details, as well as any details required for the specific event
Organisations who run programmes you may move onto after visiting the University, such as placement providers or mentoring schemes	Personal and contact details
Local authorities	Relevant safeguarding information
Scheme funders or research partners	Contact details, attendance and progression information, and information relating to your background and living situation where necessary for eligibility purposes

 

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

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?

Except where we have a legal or contractual obligation to keep data for a certain period of time, we'll keep to the University's retention schedules. Contact information for media contacts will be kept for a period of five years after collection.

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.

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