Student enquirer privacy notice

This privacy notice provides information about how the University uses your personal information in relation to your enquiry about studying at the University of Birmingham. It supplements the page on our website ‘Data Protection – How the University Uses Your Data’.

It is important that the personal information we hold about you is accurate and current. Please keep your personal information updated during your relationship with us.

How does this privacy notice relate to other privacy notices?

This privacy notice explains how we use your data in relation to the enquiry you have made about studying here.  If you decide to apply to study at the University, you will be directed to the Applicant Privacy Notice which will explain how your data will be processed during and after the application process.  However, we will still continue to process your data as an enquirer, and this privacy notice will continue to be relevant even after you have made an application.

What personal data will be processed?

The personal data we process will be:

  • The information that you provide to us when you fill in a form (for example, if you order a prospectus, register for an Open Day or use our Offer Calculator) such as:
    • your name and contact details,
    • your date of birth,
    • your subject(s) of interest,
    • whether you are a UK/EU or international student,
    • your domicile,
    • the start year of the subject you are interested in, and
    • your predicted and achieved academic qualification;
  • Your registration for and attendance at University events (such as Open Days); and
  • Records of communications sent to you by the University or that we receive from you.

Occasionally we may need to process data which is classed as ‘special category’ or sensitive personal data.  We will ask you for consent to do this. This data includes data about your ethnicity, sexual orientation, religious beliefs or health/disability data. 

When using video conferencing applications such as Zoom or Microsoft Teams, your name, user name, email address, your computer’s IP address, MAC address and device name may be collected.

What is the purpose of the processing?

The University will process your personal data for the following purposes:

  • To provide you with information relating to the city of Birmingham and the local area, and the University (including its facilities and services) to help you make an informed decision as to whether to apply to study at the University of Birmingham;
  • To provide you with information about the subject(s) you are interested in and our services and facilities to help you make an informed decision  as to whether to apply to study at the University;
  • To tailor our communications and services to you based on your postcode, domicile, achieved and predicted academic qualifications ,your subject(s) of interest and your stated hobbies;
  • To invite you to attend relevant events both on campus and online (such as Open Days and virtual Open Days);
  • To provide you with information about our visits to your city or country;
  • To fulfil and monitor our legal responsibilities, for example, under equalities, immigration and public safety legislation; and
  • To compile statistics and conduct research in relation to enquirers, applicants and students for the purpose of planning, reviewing, managing and developing the University’s business, (but not to make any decisions about you).

If you disclosed to us that you have a disability, our Student Support team will contact you to let you know how you can access the Learning Support, Disability and Mental Health services.  You will be provided with further details about how your data will be used for this purpose at the relevant time.

We sometimes use ‘profiling’ software to help us make sure the information we send you is appropriate for you, but we do not use ‘profiling’ software to make any automated decisions about you.

Video conferencing applications

When using video conferencing applications, such as Zoom and Microsoft Teams, personal data such as your IP address and device name may collected by the companies who own these applications in order to schedule and create a record of meetings, improve and tailor your experience when using these applications. Where video conferencing applications are used to record meetings, personal data captured within the recording are stored within the cloud service owned by that company. Where recording is taking place, you will be notified at the beginning of or as you enter the recording session.

Data held and used by the University are compliant with GDPR. Personal data stored by a service provider within the cloud may be stored outside of the European Economic Area. 

What is the legal basis of the processing?

We ask for your consent to process your personal data for the purposes set out above, and you can withdraw your consent at any time, except as set out below. 

When we use your data to compile statistics and conduct research, we usually use anonymised data from which you cannot be identified, but where that is not possible, we do so on the basis that this is necessary;

  • In the public interest; or
  • For scientific or historical research or statistical purposes; or
  • For the purposes of the University’s legitimate business interests (for example, in order to manage and develop its business).

We will only process your special category data (which is sensitive information about you) with your explicit consent or if it is necessary:

  • For the establishment, exercise or defence of legal claims;
  • Very occasionally, when it is needed to protect your or another person’s vital interests and you are not capable of giving your consent (for example, in an emergency);
  • Archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.

Who will your personal data be shared with?

Within the University, your data is shared with only those University staff who need access for the processing purposes set out above. 

Your personal data is shared as is necessary, on a considered and confidential basis, with several external organisations which assist the University with handling enquiries and student applications and with sending you information about studying here.  These organisations act on our behalf in accordance with our instructions and do not process your data for any purpose over and above what we have asked them to do.  We make sure we have appropriate contracts in place with them.  Sometimes your personal data is processed by these organisations outside the European Economic Area (e.g. because they use a cloud-based system with servers based outside the EEA), and if so, appropriate safeguards are in place to ensure the confidentiality and security of your personal data. 

We do not share your data with external organisations for marketing their products or services. We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them.

How long is your data kept?

If you do not apply to study with us, any data you provide to us as an enquirer is kept for 3 years after your indicated year of entry and is destroyed in the September of that year.

If you go on to make an application to the University of Birmingham, your enquiry data will be kept in line with our applicant privacy notice which you can see on our website.  We will also draw this to your attention when you apply.

Your rights in relation to your data

Details about your rights are set out on the website page ‘Data Protection – How the University Uses Your Data’.  This also explains how to ask any questions you may have about how your personal data is used, exercise any of your rights or complain about the way your data is being handled.

If you change your mind about receiving information about the University of Birmingham, you should contact us using the contact details provided in all our emails to you. 

Are changes made to this webpage?

This privacy notice is effective from 14 May 2018. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified by email or as appropriate.