The University of Westminster is the data controller of the personal data held in relation to course enquiries, campus tours, prospectus orders and similar requests.
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The University of Westminster takes its data protection obligations very seriously. Access to any personal information you give us when making an enquiry is subject to a staff confidentiality agreement. Access to your personal information is limited by permissions to only those staff and administrators who need access to manage and respond to your enquiries.
Personal data in our enquiry fulfilment processes has either been sourced directly from you or from our authorised third party partners.
The categories of personal information held in relation to enquiries are for the most part personal data relating to your identity, including contact information.
Use of personal data
The University of Westminster uses your personal information in the fulfilment of enquiries for the purposes of:
- Answering your questions about our courses and teaching
- Facilitating information about and your participation in open days, campus tours, UCAS fairs, British Council, and Study Abroad exhibitions and similar events
- Communications with you on these matters
- If you agree, advertising our courses and services to you. Where you have agreed, we will try to ensure that any online advertising you see from the University of Westminster is relevant to you. We use a Google tool that allows us to match your data with your online profile, and either enables or prevents certain adverts from appearing during your online sessions. In our use of this service, Google will not use your data files to build or enhance profiles of you, they will not share your data files with any 3rd party and your data will be promptly deleted once our ad campaigns have finished
Legal basis for processing and data retention
Your personal details are necessary for the University to answer your enquiries and fulfil your participation in events, like the examples above.
The University will only process and retain your personal information in our enquiries function for a maximum of one year after your data was collected, or one year after your stated year of entry, if you gave one.
After which time, your personal data will be archived, anonymised and then only used for aggregate statistical purposes.
Your anonymised data will then be hard deleted 5 years after your data was collected, or 5 years after your stated year of entry, if you gave one.
Special category personal data
In most circumstances the University will not gather or require you to give us any sensitive personal data to fulfil your enquiries. If a situation should arise where we feel it would be in your interest to have the opportunity to tell us some sensitive personal details, relating perhaps to your health or disability, this information will only be gathered and used with your explicit consent. Any sensitive personal information we hold will only be shared where it is essential for the delivery of any agreed service, such as a campus tour.
To withdraw consent for the University to hold and share your sensitive personal data relating to an enquiry you have made, please contact: [email protected].
Data transfers and sharing
None of your personal information is shared by the University with any other third party organisation, other than where this is necessary for the provision of a service you have agreed to, or where otherwise allowed by UK law.
Where services involve a third party processing your information, such services will be covered by a contract, and details of the services and the legal mechanism for any data transfers outside the EU and EEA can be initially requested from: [email protected].
If you have any questions relating to your personal information and your information rights, including right of access, rectification and erasure, please see the University’s data protection web pages.
Or contact the University Information Compliance Team [email protected].
You can also contact the Information Commissioners’ Office in relation to any concerns or issue you may have with the processing of your personal information.
Last reviewed and updated May 2018