about this notice about this notice

This privacy notice is for people who have applied to study at the University of East Anglia, for any course or degree offered by the University. It tells you what to expect when the University collects and uses your personal information. 

If you are applying to study on a taught course then you should also read our Admissions Policy.

If you are applying to study on a postgraduate research degree course then you should also read our PGR Admissions Policy.

The following sections describe the usual ways we will use your information during the application process. If we need to use your information in different ways, or for a different purpose, we will let you know by means of a separate notice.

If you register as a UEA student, you will need to read our Student Privacy Notice.
The University of East Anglia is a registered data controller and will collect and use information about applicants in accordance with current UK data protection legislation.

where does our information come from? where does our information come from?

Most of the information we use is collected directly from you, for example when you fill in a form. Other information is shared with us by external organisations, listed below. 

These organisations also have an obligation to tell you how they will use your information, and in some cases will require your consent to share information with us. We advise you to look at their privacy notices/policies. If you require any assistance with locating other privacy notices, please contact dataprotection@uea.ac.uk.

Name or category of organisation

What data is shared with us?

UCAS

 

Common App

 

Educational providers, teachers, careers advisors

Predicted and achieved grades, references

Employers and other referees

References and confirmation of employment

International agents, instructed on applicants' behalf

 

Educational or research partners involved in doctoral training partnerships, industrial CASE studentships, research co-tutelle or split-site PhD agreements

Information provided by you to them for the purpose of supporting your application to us, or managing the application process

(ClinPsyD applicants only) Clearing House for Postgraduate Courses in Clinical Psychology

Information provided by you to them for the purpose of supporting your application to us, or managing the application process

(EdPsyD applicants only) Association of Educational Psychologists

Information provided by you to them for the purpose of supporting your application to us, or managing the application process

Central Applications Board

Application questionnaire

 

You should not need to provide us with the same information more than once during your application process. We may therefore use information you or your representative gave us when making initial enquiries to the University. See our privacy notice for Enquirers for further details.

what information do we hold about you? what information do we hold about you?

The following table describes what information we collect about you, and when we need to use it.

Type of information

When do we need it? 

When you apply

When you've accepted an offer

Identity

Full name and title

x

x

Preferred name

x

x

Gender

x

x

Date of birth

x

x

Nationality

x

x

Country of birth

x

x

Country of domicile

x

x

Passport details

x

x

Contact details

Full postal address

x

x

Telephone number(s)

x

x

Email address

x

x

Education information

Current school, and school year

x

x

Previous school history

x

x

Course of interest

x

x

Intended year of entry

x

x

Full qualification history

x

x

Fee status

x

x

Work information

Employer details (Dependent on application type)

x

x

Job title

x

x

Work experience

x

x

Domestic and family information

Whether you're related to a current member of staff

x

x

Whether you're a young carer

x

x

Whether you're a care leaver

x

x

Household income (for undergraduates, this may be provided by SFE), used for awarding bursaries

x

x

'Special category' or sensitive information

Medications taken and current medical treatments, where applicable

x

x

Allergies

x

x

Additional requirements to enable reasonable adjustments

x

x

Personal Emergency Evacuation Plan (PEEP)

x

x

Criminal convictions (required for certain courses)

x

x

Miscellaneous

Shoe and clothes size (for specific courses)

 

x

Accommodation preferences

 

x

 

Why we use your information Why we use your information

This section sets out why we use and share your personal information. As required by UK data protection law, this table also explains the ‘lawful basis’, or condition, for processing your data. Depending on your specific circumstances, one or more lawful bases may apply.

Where we process your data based on your consent, you have the right to withdraw that consent at any time. Contact dataprotection@uea.ac.uk for further advice, or to withdraw consent.

Where we process information about you that is classed as sensitive, or special category data, we also need to identify a further lawful basis in order to handle this type of information.  Where relevant, this is also listed in the table below.

Why we need to use your information

The lawful basis for our use of your data

Special category lawful basis (where relevant)

With your consent

To fulfil contractual obligations

To comply with the law

To protect your vital interests

To fulfil public task/statutory obligations

Legitimate interests*

For administration of the Admissions Procedure

 

 

 

 

x

 

Explicit consent

For contacting referees

 

 

 

 

x

 

Explicit consent

To assess our offer to you

 

 

 

 

x

 

 

Registering for and recording attendance at events

 

 

 

 

 

x

 

To assess fee status

 

 

 

 

x

 

 

To enrol you as a student

 

 

 

 

x

 

 

For the provision of advice, support and welfare (e.g. counselling)

 

 

 

 

 

x

Substantial public interest

To create records to enable use of University services, such as the Library and IT

 

 

 

 

x

 

 

For the purposes of administering fees and charges, loans, grants, studentships and hardship funds

 

 

 

 

x

 

 

For allocation and administration of student residences

 

x

 

 

 

 

 

To produce statistics to help us understand changes in our applicant / student population to help us ensure policies and practices do not disadvantage minority groups (equal opportunities monitoring)

x

 

 

 

 

 

Explicit consent

For the purposes of Disclosure and Barring (DBS) checking, for courses that are exempt from the Rehabilitation of Offenders Act

 

 

x

 

x

 

Substantial public interest

To process and respond to requests for information, as required by law (e.g. Freedom of Information or data protection legislation)

 

 

x

 

 

 

Substantial public interest

To process admissions appeals or complaints

x

           

Recording of disability information to facilitate access to buildings

x

 

 

 

x

 

Explicit consent

To notify potential student of events related to the student experience**

 

 

 

 

 

x

 

Where required, to share fitness to practise information with recognised professional and regulatory bodies

 

 

 

 

x

 

 

To share your qualifications with recognised professional and regulatory bodies

 

 

 

 

x

 

 

Where your circumstances may identify a potential public health risk, to share that data with University Medical Services

 

 

 

 

 

x

For employment, social security and social protection purposes

As strictly necessary and allowed by law, to assist UK agencies with duties relating to the prevention and detections of crime, apprehension and prosecution of offender, collection of a tax or duty, or safeguarding national security

 

 

x

 

 

 

For employment, social security and social protection purposes, and /or Substantial public interest

To fulfil the University's obligations as a visa sponsor and comply with Home Office / UKVI obligations

 

 

x

 

 

 

 

* Where we rely on this lawful basis we will aim to conduct a legitimate interests assessment (LIA), to ensure that we can justify our decision.
** In accordance with your rights under the Privacy and Electronic Communications Regulations

Statistics and reporting
In addition to, and where compatible with, these purposes, the University also aggregates data collected within its in-house data warehouse to allow statistical reporting on and modelling of applicant data. This automated analysis enables us to monitor, evaluate, and enhance the applicant experience, and assess the effectiveness and efficiency of University programmes both internally and against other universities. The University does not currently use this information on an individual basis.

Profiling and automated decision-making
The University makes no decisions about applicants that are based solely on automated analysis of your data. However, with your consent, we will use your information to analyse or predict what you might be interested in.

sharing and disclosing your personal information sharing and disclosing your personal information

Staff access to your personal data held by the University will be restricted to those individuals whose roles require use of such data for any of the purposes listed above.

During the application process the University will, where required, disclose certain personal data to external bodies, as categorised below. At all times the amount of information disclosed and the manner in which it is disclosed will be in accordance with the provisions and obligations of UK data protection law.

We do not sell your data, or share it with organisations other than those described below, unless required or allowed by law.

Name or category of organisation

Details of data shared

UKVI

Details required by law to issue Confirmation of Acceptance for Studies (CAS) (for Visa purposes)

INTO

Application data

International Agents

Application and offer data

Educational or research partners involved in doctoral training partnerships, industrial CASE studentships, research co-tutelle or split-site PhD agreements

Application data, where this is needed in order to process your application and make a decision

 

When we share data in this way, these organisation will exercise control over how your information will be used, and also have an obligation to tell you how they will use your information. We advise you to look at their privacy notices/policies. If you require any assistance with this, please contact us at dataprotection@uea.ac.uk.

Data Processors

We also use third party organisations, known as data processors, to provide certain services on our behalf. In order to deliver these services, these organisations may have access to applicant data. We are required to have contracts in place with each of these data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.

These data processors are primarily software providers, but also include organisations who process applicant data on our behalf. These organisations are Campus Management (application management software), GeckoLabs (for online forms). See our IT webpages for further details of software providers.

how long we keep your personal information how long we keep your personal information

We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected. The retention periods for each purpose are set out in the University’s Records Retention Schedules. For applicants, the most relevant Records Retention Schedules will be those for Admissions, Recruitment and Marketing (ARM), or for postgraduate research applicants, for the Postgraduate Research Service (PGR). Data will be securely destroyed when no longer required.

further details and contact information further details and contact information

For general information on your data protection rights, who to contact if you have a complaint or a concern about the accuracy, retention or processing of your personal information, and for other information about data protection at UEA that you might find helpful, see our further information web page.

changes to this notice changes to this notice

We regularly review the University’s privacy notices. This privacy notice was last updated in May 2018.