Privacy Notice: Applicants

This privacy notice tells you what to expect us to do with your personal information when you apply to study at UCLan. Personal information (or personal data) is any information which relates to and identifies you. Data protection legislation (the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA)) set out how we should handle your personal information.

The University of Central Lancashire Higher Education Corporation is the data controller for the personal information we process, unless otherwise stated. We are registered with the Information Commissioner’s Office and our registration number is Z5512420.

There are many ways you can contact us, including by phone, email, social media and post. 

UCLan’s Information Governance Manager & Data Protection Officer can be contacted on DPFOIA@uclan.ac.uk. Further information and contact details can be found on our Data Protection web page.

To assess your application to study here, the University uses the information you provide on your UCAS application form or other type of application form, as well as any supporting documents, references or records from interviews provided as part of the admissions process. If you are an international applicant and apply through one of our approved Agents, we will also use information about you provided by the Agent.

If we decide to offer you a place on a course, we will also collect information about whether or not you have certain types of criminal convictions, which may include conducting a check with the Disclosure and Barring Service.

When you apply to study at UCLan, we will use your information for the purposes set out below. The application process starts when you submit your application and ends when you successfully enrol.

For the administration of your application

We use your information to verify your identity; check your eligibility to study here, including making visa and immigration checks; assess your application, including requesting any additional information necessary for that purpose; assess your suitability to study on a particular course e.g. if that course leads to a career in a regulated profession and has an integral work placement which could not be undertaken in certain circumstances, such as because you have a relevant criminal conviction; decide whether or not to offer you a place, whether conditional or unconditional; and communicate with you throughout the admissions process until your successful enrolment, including providing feedback on unsuccessful applications, where appropriate.

Where you have been offered a place, we will ask you to declare whether or not you have certain types of criminal convictions (regardless of whether or not you are applying for a course which leads to a career in a regulated profession) and may make additional checks in the event you do declare a criminal conviction. We use this information to consider whether it is appropriate to admit you to the University, in the context of helping to provide a safe community in which staff and students can teach and learn, and in which we can safeguard children (those under 18 years old) and vulnerable adults.

Communicating with you

We will use your information to communicate effectively with you throughout the admissions process until you successfully enrol, via email, post, telephone, text (SMS), social media or other methods, as appropriate. We will also use your information to send you messages about University events, activities, services and facilities, and to keep you updated about a variety of things which may be helpful if you are considering whether or not to accept an offer of a place here or have already accepted an offer. If you have accepted an offer, we may also keep you informed of important updates using newsletters, circulars or other methods. You can opt out of receiving communications which are considered to be marketing by contacting Course Enquiries: cenquiries@uclan.ac.uk. Only some of the communications we send are marketing.

Research, reporting and statistics

We will use your information to compile statistics and for research, surveys and market research to help with corporate planning, reporting and University administration, as well as for statutory reporting purposes to external agencies, where required.

Monitoring and compliance

We will use your information to ensure and monitor our compliance with legislation including laws relating to equality, health and safety and immigration.

The University relies on the following legal bases from the GDPR to process information about you for the purposes set out in this notice:

Article 6(1)(b), which allows us to process personal data when it is necessary for the performance of a contract or for steps taken prior to entering into a contract. You enter into a contract with us when you accept an offer of a place (the student contract) and your application and our assessment of that application, which includes the assessment of any criminal convictions you declare, are the first steps to entering into that contract. Under your student contract, we deliver and administer your studies, administer finances, operate the University’s regulations, rules, procedures and codes of conduct, communicate with you and deliver facilities and services, among other things. We require you to provide any information we reasonably request for the purposes of your application, otherwise we cannot assess your application with a view to making an offer and putting in place your student contract.

Article 6(1)(c), which allows us to process personal data when it is necessary to comply with a legal obligation. We are legally required to provide some reports and statistics to external agencies, as well as monitoring compliance with laws relating to immigration (e.g. visas) and equality, among other things.

Article 6(1)(e), which allows us to process personal data where it is necessary to perform a task in the public interest. Some internal reporting and monitoring, and our teaching and research, is carried out as part of our public tasks.

Article 6(1)(f), which allows us to process personal data where it is in our, or someone else’s, legitimate interests to do so and it does not unduly prejudice your rights and freedoms. We rely on this condition to, among other things:

• communicate marketing messages to you (unless you opt out). It is in the University’s legitimate interests to promote its services, courses and events to those who may be interested.
• produce some internal reports, research and statistics. It is in our legitimate interests to use these to evaluate, plan and assess how the University is operating and make any changes we think are appropriate and will benefit current and future students.

We also process some information only if you provide your consent. In this case, Article 6(1)(a) applies, and Article 9(2)(a) applies where the information is special category data (special category data is information about your race, ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data used for ID purposes, health, sex life or sexual orientation). It will be clear where we are relying on your consent to collect and use your information because consent will be requested at the time you provide the information. When you are asked for consent, we will explain why we are asking for the information and how we will use it if you choose to provide it. Consent can be withdrawn at any time and we will explain how you can do this in each individual case.

Where we process special category data and data about criminal convictions for the purposes set out in this notice, we rely on the following additional lawful bases from the GDPR and DPA:

Article 9(2)(g) GDPR, which allows us to process special category data if the processing is necessary in the substantial public interest and there is a basis to do so in law. The law which allows us to rely on Article 9(2)(g) is section 10 DPA by virtue of Schedule 1 DPA, which also provides the lawful basis for processing data about criminal convictions. The specific conditions from Schedule 1 DPA on which we rely for this type of processing are as follows:

• Schedule 1(6), which allows us to process special category data and/or data about criminal convictions to comply with a statutory or legal function. Such functions include the duties set out in the Equality Act 2010 and the requirement to comply with the registration conditions imposed on us by the Office for Students under the Higher Education and Research Act 2017.
• Schedule 1(8), which allows us to process special category data to monitor equality of opportunity or treatment.
• Schedule 1(10), which allows us to process special category data and/or data about criminal convictions to prevent or detect unlawful acts.
• Schedule 1(18), which allows us to process special category data and/or data about criminal convictions to safeguard individuals at risk and children.

When processing special category data or data about criminal convictions in reliance on the above conditions from Schedule 1 DPA the University must have an appropriate policy document, which can be read here: Data Protection: Processing special category data and criminal convictions data.

Article 9(2)(j) GDPR, which allows us to process special category data for archiving, scientific or historical research purposes or statistical purposes, where there is a basis to do so in law. The law which allows us to rely on this basis is section 10 DPA by virtue of Schedule 1(4) DPA. We may also rely on Schedule 1(4) DPA if we process personal data relating to criminal convictions for archiving, research or statistical purposes.

We share your information with a range of external organisations and bodies, some of which are processing personal data on our behalf. We only share your personal data with another person or organisation where the law allows us to and we consider it to be appropriate under the circumstances. The external parties we may share information with include the following:

• Higher Education bodies such as Office for Students (OfS), Research England, UK Research and Innovation, Universities and Colleges Admissions Service (UCAS), and the Office of the Independent Adjudicator.
• Government agencies and authorities, including the police and DWP for the prevention and detection of crime, apprehension and prosecution of offenders, the collection of tax or duty and safeguarding national security, among other things.
• Executive agencies or non-departmental public bodies such as UK Visas and Immigration, HM Revenue and Customs and the Health and Safety Executive.
• Loan providers and funding organisations: This includes the Student Loans Company, EU and overseas research partners, consortium partners and research councils. We also share information if the terms of the loan or funding contract require information about attendance and/or progress. We will also assist students to apply for disability-related grants, where appropriate.
• Embassies, consulates and other sponsors: we may share information if a sponsor or similar can show they have a legitimate need
• Your main education provider if you are an exchange student.
• Partner institutions where you study at a UK or overseas partner institution and we are the awarding body for your course.
• UCLan colleagues overseas if you are an international applicant and it is necessary to share the data for the purposes of your application.
• Cambridge Education Group ONCAMPUS if you are an international applicant and you give us consent to share your information.
• International Agents if you are an international applicant and you apply via an International Agent.
• Internal and external auditors to provide assurance that the University is following its risk management, governance and internal control processes and to independently inspect our financial statements and records.
• Companies or organisations acting on our behalf: We use data processors who are third parties who provide elements of services for us, such as our application system used for International Admissions or UniBuddy. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.

Occasionally we may need to send your personal information outside the EEA e.g. to communicate with our international agents or partner institutions; to communicate with our colleagues overseas in Africa, India or China (if you are an international applicant) or obtain a service from a data processor. These transfers are usually carried out with your consent or because they are necessary steps in the process of entering into your student contract. All transfers are carried out with appropriate safeguards in place to protect your information and ensure it remains secure.

If you apply but your application is unsuccessful, we will retain your information for two years after the end of the application cycle in which you applied.

If you are offered a place, accept and enrol at UCLan, we will keep your information for six years after you graduate or withdraw.

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. Further information about each of these rights can be found on the Information Commissioner’s Office website.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. For further information or to make a request, please see our Data Protection web page.

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing

You have the right to object to any processing we carry out, if we carry it out on the basis that it forms part of our public task or is in our legitimate interests. You also have the right to object to your personal information being used for direct marketing purposes.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information because we have your consent or because you have a contract with us and it is necessary for the performance of that contract, and the processing is automated.

We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact the Information Governance Manager & Data Protection Officer, and we will respond.

If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioner’s Office, which is the UK supervisory authority for data protection. Further information can be found on our Data Protection webpage.