Privacy Notice - Student Applicants/Potential Student Applicants
Recruitment and Admissions perform a pivotal role in student admissions. In order to manage applications, Recruitment and Admissions process personal data. Please read the privacy information below – Part 1 comprises Durham University’s Generic Privacy Notice and Part 2 comprises privacy information specific to the activities of Recruitment & Admissions.
PART 1 – GENERIC PRIVACY NOTICE
Durham University’s responsibilities under data protection legislation include the duty to ensure that we provide individuals with information about how we process personal data. We do this in a number of ways, one of which is the publication of privacy notices. Our privacy notices comprise two parts – a generic part and a part tailored to the specific processing activity being undertaken.
The Data Controller is Durham University. If you would like more information about how the University uses your personal data, please see the University’s Information Governance webpages or contact:
Information Governance Unit
Telephone: (0191 33) 46246 or 46103
Data Protection Officer
The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it. If you have any concerns regarding the way in which the University is processing your personal data, please contact the Data Protection Officer:
The University keeps personal data for as long as it is needed for the purpose for which it was originally collected. Most of these time periods are set out in the University Records Retention Schedule.
Your rights in relation to your personal data
Privacy notices and/or consent
You have the right to be provided with information about how and why we process your personal data. Where you have the choice to determine how your personal data will be used, we will ask you for consent. Where you do not have a choice (for example, where we have a legal obligation to process the personal data), we will provide you with a privacy notice. A privacy notice is a verbal or written statement that explains how we use personal data.
Whenever you give your consent for the processing of your personal data, you receive the right to withdraw that consent at any time. Where withdrawal of consent will have an impact on the services we are able to provide, this will be explained to you, so that you can determine whether it is the right decision for you.
Accessing your personal data
You have the right to be told whether we are processing your personal data and, if so, to be given a copy of it. This is known as the right of subject access. You can find out more about this right on the University’s Subject Access Requests web page.
Right to rectification
If you believe that personal data we hold about you is inaccurate, please contact us and we will investigate. You can also request that we complete any incomplete data.
Once we have determined what we are going to do, we will contact you to let you know.
Right to erasure
You can ask us to erase your personal data in any of the following circumstances:
- We no longer need the personal data for the purpose it was originally collected
- You withdraw your consent and there is no other legal basis for the processing
- You object to the processing and there are no overriding legitimate grounds for the processing
- The personal data has been unlawfully processed
- The personal data has to be erased for compliance with a legal obligation
- The personal data has been collected in relation to the offer of information society services (information society services are online services such as banking or social media sites).
Once we have determined whether we will erase the personal data, we will contact you to let you know. Please note deleting some or all of your data may mean that we are unable to process your application for the purposes of admission to the University and in such circumstances, your application will be cancelled/withdrawn. We will notify you in advance if this applies.
Applicants applying through UCAS should also contact UCAS directly if they wish to remove data from their record which they submitted via the UCAS application. Details of how to contact UCAS are provided on their website at www.ucas.com.
Right to restriction of processing
You can ask us to restrict the processing of your personal data in the following circumstances:
- You believe that the data is inaccurate and you want us to restrict processing until we determine whether it is indeed inaccurate
- The processing is unlawful and you want us to restrict processing rather than erase it
- We no longer need the data for the purpose we originally collected it but you need it in order to establish, exercise or defend a legal claim and
- You have objected to the processing and you want us to restrict processing until we determine whether our legitimate interests in processing the data override your objection.
Once we have determined how we propose to restrict processing of the data, we will contact you to discuss and, where possible, agree this with you.
Making a complaint
If you are unsatisfied with the way in which we process your personal data, we ask that you let us know so that we can try and put things right. If we are not able to resolve issues to your satisfaction, you can refer the matter to the Information Commissioner’s Office (ICO). The ICO can be contacted at:
Information Commissioner's Office
Telephone: 0303 123 1113
Website: Information Commissioner’s Office
PART 2 – PRIVACY NOTICE FOR THE RECRUITMENT & ADMISSIONS OFFICE
This section of the Privacy Notice provides you with the privacy information that you need to know before you provide personal data to Recruitment and Admissions for the particular purpose(s) stated below.
Type(s) of personal data collected and held by Recruitment and Admissions and method of collection
We will collect personal details such as: name, address, qualifications and support needs. For equality monitoring purposes, we will also ask for Special Category Data such as gender, religion, race and disability.
Personal data is collected from the application, open day booking form and/or any enquiry forms you submit to us as well as face-to-face, e-mail or telephone contact you make with the University and its representatives.
We also receive information sent to us by UCAS. For further information regarding this, please visit the UCAS website at www.ucas.com.
Personal data will only be processed when the law permits this to happen. Most commonly personal data will be processed in the following circumstances:
- Where you have given us your consent
- In order to fulfil our obligations to you as part of the admissions process
- Where we need to comply with a legal obligation
- To protect your vital interests or those of another person (for example, in the case of a medical emergency)
- In order to perform a task carried out in the public interest
How personal data is stored by Recruitment and Admissions
The information will be stored in a customer relationship management (CRM) system and Banner student records system. Access to these systems is restricted to authorised personnel only and all admissions staff receive regular training to ensure that your data is handled appropriately and legally.
How personal data is processed by Recruitment and Admissions
Information provided to us will be used to support you in considering and making an application to Durham University and to enable the University to consider your application for entry to our programmes. Once admitted, your admissions record will be used to create your student record. We collect statistical admissions data for the purposes of identifying trends, forecasting and monitor progress.
Who Recruitment and Admissions shares personal data with
Information is shared with relevant parties within the University for the purposes outlined above. In addition, specific data may be shared with the following for the purposes specified:
- UKVI – if you require a visa to study in the UK, the University will supply required information to the Home Office in order to provide you with a Confirmation of Acceptance of Study (CAS) number. This number is required as part of the visa application process.
- UCAS – if you apply to Durham University through UCAS, the University will notify you of its decisions through the UCAS portal UCAS Track. In order to do this, information relating to your application will be shared in accordance with their requirements and published privacy notice (please see www.ucas.com).
- Scholarships/funders – If you are applying for or have been awarded a student loan or scholarship, we may share information with your funding body, with your consent, in order to facilitate the payment of these funds.
How long personal data is held by Recruitment and Admissions
The University has a Records Retention Schedule that specifies how long data will be held for. You can find this on our website at www.durham.ac.uk/ig/rim/retention.
How to object to Recruitment and Admissions processing your personal data
Individuals have the right to object to Recruitment and Admissions processing their personal data for any or all of the purposes set out in this Privacy Notice; they may do so at any time. To exercise this right, please email firstname.lastname@example.org giving clear details of the processing activities and/or types of personal data to which your objection applies (see sections above for descriptions). Please note that if you wish the University to stop processing your data or have all or some of your data removed, this may mean that your application has to be cancelled/withdrawn.
Visitors to our websites/webpages
When someone visits www.durham.ac.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be transparent about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We regularly review our privacy notice and will review it at least annually. This privacy notice was last updated on 25 September 2018.
If you have any questions which you feel have not been covered by this Privacy Notice, please email us or write to:
Recruitment and Admissions
Durham DH1 3LE