Your personal data (for admission in 2018)

When you submit an application to study at the University (either directly to the University or via a third party such as UCAS) you will be providing us with personal data. The University is committed to collecting and processing your personal data in a fair and transparent manner and in keeping with the relevant legislation.

This Privacy Notice outlines how the University will manage your personal data in accordance with the provisions of the Data Protection Act (DPA) currently in force.

For what purpose will my data be processed?

Primary purpose

The personal data you provide in your application (and any data requested or provided subsequently) will be used to process your application to the University (the Admissions Process). In addition, if you are admitted to the University, the data collected in the Admissions Process will form the basis of your student record.

The University therefore needs to use your data as the first steps towards potentially entering in to a student contract with you, and, if you are admitted as a student, to perform its obligations under that student contract.

Secondary purpose

Your data may also be used to inform analysis and research into applications and admission to the University, for example in relation to applicants from underrepresented groups or with different types of qualification. This analysis and research is a task carried out by the University in the public interest. The University is sometimes required to provide this type of analysis and research to the Government, Government agencies or other third parties to meet legal or statutory obligations, but any data that is published or shared with third parties will be in a format which does not identify you.

We may also use your data to send you useful information about the University and the courses and services we offer. You will be provided with the opportunity to opt out of receiving this information shortly after the submission of your application. However, you should be aware that by opting out of such communications you may not receive some information that might help you make informed choices about your application.

Who, if anyone, will my data be shared with?

If you are an international applicant who requires a CAS to be issued to obtain a Tier 4 visa, we share your personal data with UK Visas and Immigration, a department of the UK Home Office. This is a legal obligation and we cannot act as your immigration sponsor without doing so.

If you have made your application through one of our official Overseas Representatives (Agents), your data will be visible to them in order to allow them to support your application. You will have provided your data to them at the point of making you application. Further information, such as the current status of your application, will also be shared with them so that they can continue to support your application.

If your application is to a programme which is offered in collaboration with a third party (e.g. an employer for a Degree Apprenticeship programme), relevant data required to assess your application will be shared with them. You will be advised of the partner organisation with whom your data will be shared before we share it.

In some cases the University may need to verify certain information provided in your application with third parties named in your application, specifically your referee(s) and qualification awarding bodies (e.g. Examination Boards and other universities and education providers).

In such cases only data required to identify you and your qualifications record will be shared with a third party you have named in your application.

How long will my data be kept? (Retention Periods)

If your application is successful and you are admitted to the University as a student (either by accepting an Unconditional Offer or meeting the terms of a Conditional Offer) your application record and all associated documents will be retained by the Admissions Office for a period of 10 Years from the start of the Academic Year of Entry for which you applied.

At the point at which you are eligible to register as a student, the personal data contained in your application record will transfer to your student record. You will be given information when you register about how the University will use your personal data.

Where a Confirmation of Acceptance for Studies (CAS) has been issued to you to support a Student Visa application (regardless of whether you subsequently register as a student or attend the University), your data and all documentation associated with your application will be retained by the University in order to meet immigration auditing requirements. This means that your data and documents will be retained for a period of 10 years, or until such time as an audit of the application record has been undertaken by the UK Home Office, whichever is the later.

If your application is unsuccessful or you decline our offer of admission (whether Conditional or Unconditional), your application record and all associated documents will be retained by the Admissions Office for a period of 3 years from the start of the Academic Year for which you applied.

Please note that the retention periods set out above relate to the storage of your data (including electronic and physical files and associated documents) in the Admissions Office and its systems. Your data will also be stored securely in our Student Records system.

Your rights:

If you have any concerns about the way the University had handled your personal data, you should contact the University’s Data Protection Officer, Mrs Carolyn Pike OBE, on legalservices@contacts.bham.ac.uk

You are entitled to ask the University to provide you with details of whether any personal data about you is being processed and if so, to be given a description of the personal data why and how it is being used and whether it will be given to any other organisations or people.  You can ask for a copy of the information comprising the data and details of the source of the data (where this is available).  This is known as the right of Subject Access. More information about how to make a Subject Access Request is available in our Data Protection policy.

You also have other rights under the DPA, namely the right to object to processing that is causing you damage or distress, to prevent processing for direct marketing, to object to decisions being taken by automated means, in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed and a right to claim compensation for damages caused by a breach of the DPA.  If you wish to exercise these rights, please contact the University’s Data Protection Officer on legalservices@contacts.bham.ac.uk.

Note: In May 2018 the DPA will be superseded by new legislation and we will at that time review and update this notice.  You can check our website to see the updates.