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The University of Southampton
About us

Enquirers privacy policy

The University’s Student Recruitment and International Relations (SRIR) work-stream engages in a broad range of activities that support the start of the student lifecycle. We value your privacy and we recognise the need to process your personal Data in a fair and lawful manner.

The University is the data controller, which means that we are responsible for deciding how we hold and use personal data about you. We are providing you with this privacy notice as you are enquiring about studying with us. It makes you aware of how and why your personal data will be used, namely for the purposes of the enquiry exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

Data refers to the personal information that we hold about you from which you can be identified (either alone, or in combination with other data available to the University).  A list of the types of data we collect is set out below. Processing means doing anything with your data, such as collecting, recording, or holding the data, as well as disclosing, destroying, or using the data in any way.

We keep this Privacy Notice under regular review and it may be amended from time to time. You can obtain a current version on the University’s website.

 

1. Data protection principles

We will comply with data protection law and principles, which means that your data will be:

 

2. The kind of data we process and hold about you

In connection with your enquiry we will collect, store, and use the following categories of personal data about you:

We may also collect, store and use the following “special categories” of more sensitive personal data, where this is absolutely necessary to process your enquiry:

We will only process sensitive personal data where you have given your explicit consent unless we are legally obliged to do so.

 

3. Where we receive you data from

We obtain your personal data either directly from you or indirectly from third party sources with whom you have had direct contact, such as UCAS or reputable international agents. We will always look to ensure that the third party has the lawful authority to share this information with us and has collected it from you fairly.

 

4. How we will use your data

We will use the personal data we collect about you to enable you to:

It is in the fulfilment of the University’s public task to process your data and communicate with you relating to the information you have supplied the data for. Such as, to provide you with a prospectus or to provide you with Open Day information. Using your personal data beyond this will be undertaken either using Legitimate Interest or with your consent.

It helps enable us to:

If you fail to provide personal data

If you fail to provide data when requested, we will not be able to process your enquiry successfully. For example, if you fail to provide us with relevant details and evidence of previous qualifications, we will not be able to take your enquiry further.

 

5. How we use particularly sensitive personal data

We will use your particularly sensitive persona data in the following ways:

 

6. Processing for limited purposes

We will only process your Data for the specific purpose or purposes that we tell you about, or if specifically permitted by the UK DPA or the Data Protection Act 2018 (depending on which is in force at the relevant time), and will only process your Data to the extent necessary for that specific purpose or purposes.

 

7. Profiling

We will use some Data that we obtain to evaluate certain personal aspects about you in order to:

(a) Help us understand more about our electronic service users and prospects;
(b) Share data with reputable, specialist marketing agencies so they can help us understand more about our users and prospects, and how they interact with our brand, in a way that can be compared with competing education providers;
(c) Determine which communications messages you receive and their frequency, as appropriate, with your consent (when required)
(d)  Help us understand more about our prospects and the experience they expect from their interactions with the University.

 

8. Accurate data

We will keep the Data we store about you accurate and up to date as relevant to the purpose or purposes for which we process it. Data that is inaccurate or out of date will be destroyed. Please notify us if your personal details change or if data we hold about you is inaccurate.

 

9. Data retention

We will retain your personal data for up to 12 months beyond the point that you have expressed an interest in joining higher education or, where this information is not available, after three years. We retain your personal data for that period to allow us to provide you with information about studying in the UK and at Southampton. Beyond this period we will anonymize and aggregate your information, removing personal data, for the purposes of reporting and profiling for making business decisions. After this period, we will securely destroy your personal data in accordance with our data retention schedule.

 

10. Rights of access, correction, erasure and restriction
Under certain circumstances, by law you have the right to:

 

11. Data security

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so. In addition, we limit access to your personal data to those employees of the University and the software providers that allow us to undertake our business function who have a business need-to-know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

 

12. Sharing your data

We will only share your Data with third parties, for the purpose of processing your enquiry to the following organisations: Campus Management, GeckoLabs, GotoWebinar, LiveLeader, Google, some social media platforms.

We may pass your details to contracted third parties to allow for some market research activities. For some international prospects we may share your data with our international agents and in country officers who are contracted to the University of Southampton.

All third-party data recipients are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party data recipients to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Some data may also be shared with external parties as part of an existing contract, such as where you have employed an agent to act on your behalf. Exceptionally, we may disclose your Data with a third party if required to do so: to protect or defend the University’s rights, interests, or property, or those of third parties; act in urgent circumstances to protect the personal safety of University constituents, or the public; or protect against legal liability.

 

13. Right to withdraw consent

You have the right to withdraw your consent for processing for that purpose at any time before application. To withdraw your consent, please contact enquiries@southampton.ac.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your enquiry and, subject to our retention policy, we will dispose of your personal data securely.

 

14. Unwanted communications

We will, from time to time, contact you by email, post, SMS, telephone and social media or paid for advertising with your consent (when required). If at any stage you are concerned about the content of these communications e.g. unwanted marketing information or wish to change how we communicate with you please contact us at: enquiries@southampton.ac.uk to unsubscribe. All electronic communication will be offered with an opt out opportunity as is required by EU and UK electronic privacy rules.

 

15. Further information

We also have additional policies and guidelines for students available at the University’s Publication Scheme page.

If you are unhappy with the way that we have handled your personal data you can contact us at:

Address: Student and Academic Administration, University of Southampton, B37/3107, Highfield Campus, Southampton SO17 1BJ UK.
Email: admissions@southampton.ac.uk
Telephone:  +44(0)23 8059 5000

Alternatively, you can contact the UK Information Commissioner’s Office.

Our data controller registration number with the Information Commissioner’s Office is Z6801020.

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