The University of Westminster takes its data protection obligations very seriously. Access to any personal information you give us when registering to be a Cambridge English exam candidate is subject to a staff confidentiality agreement. Access to your personal information is limited by permissions to only those staff who need access to manage your application and attendance at the University to sit your chosen Cambridge English examination, in compliance with the General Data Protection Regulation and the Data Protection Act 2018. 

This privacy notice explains what we do with your candidate application personal information, how we protect it and your information rights.

Personal data

When you submit your application form to us to attend a Cambridge English exam, we will collect the following information from you:

  • Your name, date of birth, gender, preferred ID type, ID number and ID expiry date
  • Your contact information, including email and contact addresses
  • What exam you would like to take
  • When and how you would like to take the exam
  • And a payment receipt number from our online payment system

Use of your personal data

If you have successfully applied to the University to take a Cambridge English exam with us, we use your application information in the following ways:

  • To register your personal and examination details with Cambridge English
  • For Cambridge English to contact you about your exam and your exam results
  • To identify you on the day of your exam and ensure you have access to our examination facilities and you can take your exam by your preferred method
  • Compile aggregated statistics and reports to help manage and improve our operations

Legal basis for processing and retention

When you submit your application to take a Cambridge English exam with us, you are agreeing to by our terms and conditions of payment and the Cambridge English exam terms and conditions of a Cambridge English exam Candidate.

These agreements will form the basis of our processing of your data.

The University will keep your application form data for up to two years. Your data will then be effectively made anonymous and only used for aggregate statistical purposes. 

Special category personal data

In most circumstances the University will not gather or require you to give us any sensitive personal data, unless you have a personal health issue that should be considered in relation to your taking a Cambridge English exam with us.

In such a case, your personal health information will be processed in strict confidentiality and with your explicit consent.

Staying in touch

We will not use your personal information to send you marketing communications by email or text, unless you have agreed to receive such information that may be relevant to you. You will always be given the option to stop receiving such communications.

Profiling and automated decision making 

The University do not have any automated decision-making processes – that is, decisions made by computer without human intervention – related to your application to sit a Cambridge English exam.

Data transfers and sharing

The University, as a Cambridge English exam centre, will share your personal data with Cambridge English. See the Cambridge English Candidate Privacy Policy.

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 University 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].

Your rights

For questions about your data held by Cambridge English and your information rights, please contact: [email protected].

If you have any questions relating to your personal information held by the University and your information rights, including right of access, rectification and erasure, please see the University’s data protection 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 March 2020