Privacy notice – applicants
This notice sets out how the University uses your personal information. It applies if you are an applicant to an undergraduate, postgraduate taught, Study Abroad, Exchange, Erasmus+ or Summer School programme. It should be read in conjunction with the University’s Data Protection Policy.
What personal information will be processed?
The University may store, process or otherwise control the following personal data which you will have provided in the application form.
- Your personal details, including name and gender
- Your contact details, including phone number, email address and sometimes including postal address
- Your nationality and residency
- Your education background, including institution(s) attended
- Your qualifications
- Your employment history
- Your immigration history
- Information about your referees, and their written statement(s) about you
- Any other documentation supplied as part of the application process, for example a personal statement, CV or sample piece of work
The University may also process personal data in relation to the following:
- Additional information relevant for making a fee assessment and/or an immigration assessment – for example student support arrangements, parental residency status, passport information.
- Contextual information required by the Higher Education Statistical Authority (HESA), for example ethnicity, disability and socio-economic data.
- Declaration of Health to demonstrate fitness to practise, which may include immunisation history (only for vocational or professional programmes).
- Disclosure and Barring Service Clearance (via Atlantic Data). This is required for programmes where there is contact with young people, note the University will only process data about whether clearance is issued.
- Criminal convictions (if declared).
- Disabilities (if declared).
How your personal data is used by the University
The personal data outlined above will be used for the following purposes because it is necessary to do so for the performance of the contract:
- To assess your suitability for your chosen programme(s)
- To invite you to audition or interview (certain programmes only)
The personal data outlined above will be used for the following purposes because it is necessary to do so in carrying out a public task:
- To collect further information pertaining to a criminal conviction (if declared) so the University can make assessments and preparations for adjustments where required
The personal data outlined above will be used for the following purposes because it is necessary for the University to comply with its legal obligations:
- To meet our responsibilities as a Highly Trusted Sponsor for Tier 4 visa applicants.
- To ensure the appropriate safeguarding procedures are in place for applicants who will enrol before they reach the age of 18.
- To ensure the relevant team at the University can make any assessments and preparations for reasonable adjustments in due time for applicants with declared disabilities.
- To meet our reporting obligations with the Higher Education Statistics Agency (HESA).
- To ensure applicants are suitable to work with young people or vulnerable groups (fitness to teach, right to work and DBS clearance).
Your personal data will not be used for any automated decision-making or profiling.
The University may share some or all of your personal data with the following third parties:
- UniQuest, the University’s student enquiry and conversion partners.
- Twenty Thousand Leagues, the University’s media partner.
- If you have submitted your details to attend an on-campus interview or audition, you may have done so via Eventbrite.
- UCAS, the application platform for undergraduate programmes.
- TargetX, the application platform provider for The University of Roehampton’s direct application form.
- TerraDotta, the application platform provider for Study Abroad, Exchange, Erasmus+ and Summer School programmes.
- Where applicants are not eligible for our degree programmes your information may be passed to our partner and foundation provider, QA Higher Education, to assess whether there is a suitable alternative.
- UK NARIC, on rare occasions where qualification documents need verifying.
- UK Visas and Immigration Department, where a Tier 4 visa needs issuing.
- If you complete a Declaration of Health questionnaire this will be dealt with confidentially by the team at Putney Mead Medical Centre.
- If you are applying for certain programmes a DBS check will be required, and this will be processed by Atlantic Data. Only your clearance status will be shared with the University.
- If you are applying for a School Direct PGCE programme, your application details will be shared with the school you are applying to.
- If you applied via a partner university or a third party agency and give their details as part of the application, your application decision will normally be shared with them.
In certain circumstances the University may share your personal data with other third parties, with or without prior notification, but will only do so in compliance with its legal obligations.
The University will ensure that it has adequate data sharing or contractual agreements in place before any transfers with external parties take place. We will not sell your personal data to third parties under any circumstances, or permit any third parties to sell the data we have shared with them.
Opting out or withdrawing consent
you would like to opt-out of the personal data processing outlined above, please contact firstname.lastname@example.org.
Please note, in certain circumstances the University may continue to process your personal data, but will only do so in line with its Data Protection Policy.
Storage and retention
Your data will be stored safely and securely. Data relating to applicants who enrol is held for a period of 6 years following graduation. For applicants who are unsuccessful, or who don’t enrol, data is held for a period of a year following the end of the admissions cycle. For more detailed information, please contact the University’s Record Retention Schedule.
Depending on the nature of the processing activity and the legal basis on which it is taking place, you may have one or more rights in respect of your personal data:
- Right of access
- Right to data portability
- Right to rectification
- Right to be forgotten
- Right to request a restriction of processing
- Right to object to processing
- Right not to be subject to automated processing
The University will manage data subject rights access in accordance with its Data Subject Rights Procedure. To find out more information or to exercise your rights as a data subject, please visit our Data Protection pages.
The University will publish any changes we make to this data protection statement on the website, and will and notify you by other communication channels where appropriate.
The University of Roehampton is registered with the Information Commissioner’s Office, and acts as data controller for the personal data outlined in this notice.
You can raise any queries relating to the processing of your personal data with the University’s Data Protection Officer, whose name and contact details are available on the University website.
You have the right to make a complaint about the University’s handling of your personal data to the Information Commissioner’s Office, and can do so at http://ico.org.uk/concerns/.
Updated 4 January 2022