Privacy/Fair Processing Notice for Enquirers
The University of South Wales is the controller and the University’s Data Protection Officer can be contacted through [email protected].
The University is committed to protecting the rights of students in line with current data protection legislation. This privacy notice provides detail of the use the University makes of personal data when processing applications from individuals making enquiries to the University in relation to its courses or activities.
What information do we collect?
The University, through its Marketing and Student Recruitment operations. collect personal data for the purposes of advising, informing and supporting individuals who have expressed an interest in studying at the University of South Wales.
We also collect data from parents, carers and guardians who are making enquiries on behalf of children in their care.
The following personal information may be collected – name, contact details (address, telephone number and email address) together with contact preferences to inform the University how individuals wish to be contacted and what type of information they wish to receive (including subject preferences).
We will also collect data about events attended and expressions of interest which may be relevant to the advice and support on offer.
Why do we collect this information?
Personal data is processed in order to provide individuals with information that they require or have sought prior to applying for a place at the University of South Wales or on behalf of a child in their care.
Where consent has been obtained, personal data will be processed to promote our services and to provide information that may be of interest to the individual.
It may also be used to produce management statistics or conduct analysis into our widening access activities.
Use of enquirer data for online advertising
The University of South Wales may share email addresses with a trusted third-party data processor that provides digital advertising and media services on our behalf. These email addresses are used in conjunction with tools and features offered by social media platforms and allows us to deliver relevant digital advertising to users on platforms such as Facebook and Instagram.
This targeting will only apply to enquirers where we have obtained the appropriate consent to do so. Additionally, our data processors will not use this information to contact enquirers directly in any way, and operate under the strict terms of a data processing agreement.
Individuals will also only see these adverts in accordance with the privacy settings and cookie policies of the respective social media platforms they use. Participation in such marketing is subject to the user’s own preferences and consent settings on those platforms.
What is our legal basis for processing?
In order to provide individuals with information in response to enquiries the University will process this information on the basis that it is necessary for the performance of a contract, or for taking steps to enter into a contract.
Where an individual has indicated that they would like to receive further information from the University, this information is processed with consent.
The University undertakes analysis to monitor and assess the impact of the activity it undertakes. This is necessary for the performance of tasks carried out in the public interest.
Who are the recipients or categories of recipients?
For enquirers located within the UK, personal data is used by members of staff within the University to provide the information requested. We may use third party suppliers or systems to carry out IT functions.
For international enquirers, information may be passed to our representatives based overseas for the provision of advice and support on behalf of the University. Where this is necessary the information will only be processed for this specific purpose.
These third party services are carried out under the strict terms of a data processing agreement.
Overseas transfers and the safeguards in place
The University may transfer personal data outside the UK where this is necessary for one of the aforementioned purposes Whenever personal data is transferred in this manner, the University ensures that there is a similar degree of protection afforded to it by ensuring at least one of the following safeguards and conducting a Transfer Risk Assessment:
- Where the destination country has been deemed to have an adequate level of protection for personal data by the UK Secretary of State
- Where there is a legally binding agreement approved by the UK Information Commissioner.
- Where we use providers based in the USA, we may transfer data to them if they are part of the Data Privacy Framework which requires them to provide adequate protection to personal data
The retention period for the data
Personal data will be stored in line with our retention schedule.
Individual rights
If the individual has provided consent to the University to process personal data, then they also have a right to withdraw that consent. Please contact [email protected] if you wish to withdraw your consent.
You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information.
Any requests or objections should be made in writing to the University Data Protection Officer:-
University Secretary’s Office,
University of South Wales
Pontypridd,
CF37 1DL
Email: [email protected]
Individual right to complain If you are unhappy with the way in which your personal data has been processed, you may in the first instance contact the University Data Protection Officer using the contact details above.
If you remain dissatisfied then you have the right to complain directly to the Information Commissioner who may investigate.. The Information Commissioner is an independent regulator and can be contacted at: -
Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF
Revision history
| Date Published | Version | Author | Revision Summary |
|---|---|---|---|
| 3.0 | Eloise Rosser, Data Protection Officer | Updated to include data relating to parents and guardians. Updated to reflect the position following the UKs departure from the EU. Other minor amendments. | |
| 10/6/24 | 3.1 | Matt Hayes, Digital Marketing Manager | Updated to include online advertising. |