Privacy Notice - Non-EEA Students
Part 1: Generic Privacy Notice Information
To ensure that we process your personal data fairly and lawfully we are required to inform you:
- Why we collect your data
- How it will be used
- Who it will be shared with
We will also explain what rights you have to control how we use your information and how to inform us about your wishes. Durham University will make the Privacy Notice available via the website and at the point we request personal data.
Our privacy notices comprise two parts – a generic part (i.e. common to all of our privacy notices) 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
Information Governance Unit also coordinates responses to individuals asserting their rights under the legislation. Please contact the Unit in the first instance.
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:
Telephone: (0191 33) 46144
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 webpage.
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 have been unlawfully processed
- The personal data have to be erased for compliance with a legal obligation
- The personal data have 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.
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.
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.
Making a compliant
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: Tailored Privacy Notice for Non-EEA Students
Non-EEA Students: Type(s) of personal data collected and held by the University and method of collection
As part of the registration process at the start of each academic year, the University will collect personal data relating to all students from outside the European Economic Area (EEA) who wish to register and continue study at Durham University.
As required by the UK Immigration Rules, the University will perform a Permission to Study Check at the start of each academic year in order to verify that students from outside the EEA have valid permission to remain in the UK and study at the University.
If you are a national of a non-EEA country and a student at Durham University, the Student Immigration Office will contact you each academic year in order to collect a range of information relating to your visa or other immigration permission that allows you to study at the University. This will normally include:
- Your current passport;
- Your Biometric Residence Permit (BRP);
- Your vignette visa, pasted inside your passport, if you do not hold a BRP
- Your most recent 30 day entry visa and / or your most recent entry stamp; or
If the above documents are unavailable we will ask you to provide other documentary evidence of your permission to remain in the UK and study at the University.
The required documents are scanned by scanning hardware using Validate software. Where the documents cannot be scanned in person, we will asked documents to be uploaded via a web form, in line with our policy.
Non-EEA Students: Lawful basis
The University has a legal obligation under the UK Immigration Rulesin processing personal data.
Non-EEA Students: How personal data is stored
Data is obtained using Validate scanning software and stored on a secure server which is protected by University firewalls and data security software. It is accessed in core student administrative systems (the University’s student records system (Banner), the University contact management system (Target Connect) and the University student CRM system. Access to each system is limited to approved University staff members.
Student data is also accessed locally by academic departments, colleges and professional support services in email, network storage and paper files.
Core details of each student are transferred to the University Archives and Special Collections for permanent preservation.
Non-EEA Students: How personal data is processed
Information provided to us will be used to verify that you have a valid Biometric Residence Permit (BRP) and / or visa or other immigration permission which allows you to a) remain in the UK and b) study on your chosen programme at the University.
Once recorded, the information will enable the completion of the University registration process, which in turn will allow you to commence study.
In addition, the Student Immigration Office will use this data to assess your eligibility to undertake employment at the University and the amount of hours you are allowed to work each week.
Non-EEA Students: Who the University shares data with
Information is shared internally 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.
Non-EEA Students: How long personal data is held by the University
The Student Immigration Office will hold data for seven years from the point of collection. If UK Visas & Immigration (UKVI) have not audited the University during this time, it may be necessary to hold, the data for longer than 7 years until the point UKVI have completed an audit.
Non-EEA Students: Visitors to our websites/webpages
When someone visits www.dur.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.
Non-EEA Students: 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.
A cookie is a simple text file that is stored on your computer or mobile device by a website's server and only that server will be able to retrieve or read the contents of that cookie. Cookies allow websites to remember user preferences, choices and selections, such as what's in your shopping basket. Durham University also make use of the Google Analytics service to understand how you navigate around our site.
Non-EEA Students: Changes to this privacy notice
We regularly review our privacy information to ensure that it remains accurate and current. We will review and update this privacy information whenever we plan to use personal data for any new purpose. Any changes to this privacy information will be communicated to you.
Non-EEA Students: Further information
If you have any questions which you feel have not been covered by this Privacy Notice, please email us or write to:
Information Governance Unit
Telephone: (0191 33) 46246 or 46103