Sanctuary pre-applicants, applicants, students and alumni privacy notice

Please also read the University’s main pre-applicant student notice.

Information you need to know

The Sanctuary Seekers’ Unit is part of the University of Leicester, who are the Data Controller for the information collected.

The Data Protection Officer can be contacted at:

  • Data Protection Officer, University of Leicester, University Road, Leicester, LE1 7RH
  • dpo@leicester.ac.uk

This privacy notice explains how we use your personal information and your rights regarding that information.

What information are we collecting?

Personal information we collect about you will be:

  • Name
  • Date of birth
  • Contact address
  • Email address
  • Mobile telephone number
  • Identification photograph

Information processed by the Sanctuary Seekers’ Unit may include the following ‘special category’ data:

  • Ethnic origin
  • Health information 

Why are we collecting your data?

To process applications for a Sanctuary scholarship. The information you provide allows us to assess your application, check your eligibility and offer you support and guidance throughout your student journey.

We will use your data to for our own administration purposes and for support services offered, such as:

  • The provision of English tests
  • The provision of English language classes and support activities.

How will we use this data?

Your personal data will be stored in password protected computer servers within University supported IT systems. 

Your data will not be shared outside of the University unless you provide explicit permission for us to do so.

If you choose to provide a testimonial or share your story with us, we will only share it with your explicit consent. We will only use your name and/or picture alongside your testimonial in our internal and external communications with your explicit consent.

What is the legal basis for processing this data?

Personal data is collected and processed by the University of Leicester Sanctuary Seekers’ Unit as necessary for the performance of a contract as set out in GDPR Art 6(1)(b).

Sensitive “special category data” will be processed by the University only with your explicit consent to process that information under GDPR Art 9(2)(a). This may be details of your ethnicity, sexual orientation, biometric data or information about your health.

If we are sharing your data with others, who are we sharing it with?

The data collected will not be disclosed to third parties unless you provide your permission for us to do so.

How long will we process your data for?

Prospective students

We will retain your data for 5 years from the date of enquiry.

Registered students

We will retain your data for 6 years from completion of study or last activity.


We will retain your data for 3 years after the date at which you submit your testimonial.

What are my rights and how can I enforce them?

You have rights over the personal information we hold, this includes your testimonial.

Your rights are as follows:

  • Right to ask for any personal data we hold
  • Right to rectify any information you believe to be incorrect
  • Right to ask that we stop using any data we hold
  • Right to ask for your data to be transferred elsewhere

If you wish to exercise your rights please contact our Information Assurance Team (ias@leicester.ac.uk)

How to complain to the Information Commissioner’s Office?

The Information Commissioner can be contacted at: 

  • Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF
  • 0303 123 1113
  • ICO website

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