The University of Westminster is the data controller of the personal data held in the Student Accommodation System.


The University of Westminster takes its data protection obligations very seriously, and access to your personal information is subject to a staff confidentiality agreement and is limited by system permissions to only those staff and administrators who need access the data to manage student accommodation.

Staff users of the system only have access to information relevant to their specific roles.

Only authorised University staff and third parties involved in the provision of accommodation will have access to your personal data and it will only be shared otherwise with your consent, as aggregated anonymous statistical data or where allowed and required by UK law.

Personal Data

Personal data in the system has been sourced from the University student records system, and where you have input personal information into the Student Accommodation System yourself.

The categories of personal information held in the Student Accommodation system are for the most part personal data relating to your identity, including contact information. You can also give us details of a person you agree can discuss your accommodation application with us on your behalf.

Special Category Personal Data

In some circumstances, where consent has been given, information relating to disability and health information will be held for individual students. This information is sensitive personal information of a special category and will only be shared where it is essential for the delivery of agreed accommodation support.

Withdrawal of consent to share disability and health information within the Student Accommodation System is managed by the student accommodation team. Requests to withdrawal of consent related to sharing disability and health information should be directed to the Residential Life Manager Debbie Rumball [email protected]

Use of Personal Data

The University of Westminster uses your personal information in the Student Accommodation System for the purposes of:

  • Reviewing and managing your application for accommodation
  • Communications
  • Creating a tenancy agreement with you for your accommodation
  • Ongoing management of our agreement
  • Internal and external aggregated reporting on our housing activities, for regulatory, management and quality purposes

Legal Basis for Processing and Data Retention

Special category information relating to any disability or health condition you have disclosed to us are optional and consent based.

All other details are necessary for the University to assess your application for accommodation and enter into a tenancy agreement with you.

The University will only retain and process personal information in the Student Accommodation System for six years after you have ended your relationship with us.

Data Transfers

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 service contract or where necessary a relevant data transfer agreement. Details of the services and the legal mechanism for any data transfers within or outside the EU and EEA can be initially requested from .

Your Rights

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, please see their website.

Last reviewed and updated November 2020