Privacy notice for teachers and advisers

We are the University of Birmingham (“we”, “us”, “our” or the “University”). Our address is The University of Birmingham, Edgbaston, Birmingham, B15 2TT. We are a data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This notice applies to the processing of your personal data in your capacity as teaching and/or advisory staff working in UK secondary schools and further education colleges (for example as a Head of Careers, Careers Staff, Head of Sixth Form, Headteachers, Deputy Head, Subject Lead or other professional capacity within such business settings).

It covers both:

• Outbound communications sent by the University to you, and
• Inbound engagement when you register for events, webinars, or mailing lists.

We may process one or more of the following:

• Your name, job title, and professional role.
• Your institutional (work) email address.
• The name, type, and address of your school or college.
• Records of your attendance at University events or participation in outreach activity.
• Your communication preferences, including any opt-out or suppression status.

We do not collect or process special category data or any data relating to pupils or other vulnerable individuals under this notice.

Your data comes from one of the following sources:

• A licensed third-party provider (for example, Sprint Education) that supplies verified professional contact details of school and college staff.
• Publicly available information, for example from school or college websites.
• Information you provide directly to the University including when registering for an event, webinar, or mailing list.

All data are stored securely within the University’s Microsoft Dynamics 365 CRM platform.

We process your personal data to support business-to-business (B2B) communications and collaboration between the University and schools and colleges, including:

• Invitations to events, teacher/adviser conferences, and CPD sessions.
• Information about outreach programmes, scholarships, and subject-specific enrichment opportunities.
• Updates on resources, curriculum materials, or initiatives that may benefit your students.

The University’s lawful basis for processing is as set out below.

The University relies on lawful B2B marketing communications to send e-mails to you.

Where your contact details include your name or e-mail address, we rely on:

a) Legitimate Interests (Article 6(1)(f) UK GDPR)

If we contact you using your professional details supplied by a third-party data provider or taken from publicly available sources, we rely on legitimate interest in engaging with education professionals to promote opportunities for students and to support access to higher education. You can opt out of these communications at any time by following the unsubscribe link in our emails or by contacting us using the details below We will maintain a suppression list to ensure your preferences are respected.

b) Consent (Article 6(1)(a) UK GDPR)

If you choose to register for an event, webinar, mailing list, or other activity and provide your information directly to us, we will process your data on the basis of your consent. You may withdraw your consent at any time by following the unsubscribe link in our emails or by contacting us using the details below. We will maintain a suppression list to ensure your preferences are respected.

• B2B communications will be sent directly by the University, not by third parties.
• You will always be able to identify the sender as the University of Birmingham.
• We will not sell or share your personal data with any third parties for marketing or outreach purposes.
• Access is restricted to authorised staff in the University’s Student Recruitment & Marketing and the Schools & Colleges Engagement team.

We do not share your personal data with any external organisations for their own marketing or outreach purposes.

However, we use a small number of trusted service providers who support the University’s systems (for example, Microsoft Dynamics 365 for customer-relationship management and email delivery). These sub-processors act only under our instructions, are bound by contractual data-processing agreements, and may not use your data for any other purpose

We will keep your details for as long as you remain active in your role (which we will monitor based on automated out-of-office responses) or until you unsubscribe.

If you opt out, we will retain limited suppression data to ensure you do not receive further emails.

Inactive or obsolete contacts will be deleted or anonymised after 12 months.

Under UK GDPR, you have the following rights:

• To access a copy of the personal data we hold about you.
• To have inaccurate data corrected.
• To request deletion of your data in certain circumstances.
• To restrict or object to processing based on legitimate interests.
• To withdraw consent where processing is based on consent.

To exercise any of these rights or to ask questions about this notice, please contact:

Data Protection Officer
Legal Services
University of Birmingham
Edgbaston
Birmingham
B15 2TT

Email: dataprotection@contacts.bham.ac.uk

If you are dissatisfied with how your personal data is handled, you can raise a complaint with the UK Information Commissioner’s Office (www.ico.org.uk).

We may update this notice periodically.

Date of last revision: 31/10/2025