Study abroad privacy notice

The University of Leicester is the Data Controller for your personal information and is subject to the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

This privacy notice explains how the University uses and shares your personal data and outlines your rights in relation to this processing activity.

What information are you collecting?

The Study Abroad Unit may obtain, hold and process data of students nominated for the Study Abroad or Erasmus+ programmes, direct applicants and students including personal details and education and training records. It may obtain, hold and process special category data of students including racial or ethnic origin, religious or philosophical beliefs, biometric data, and physical or mental health.

Personal data and special category data held relating to students is obtained directly from the student or applicant, or in some cases from a third party organisation involved in the services provided by the University (e.g. a partner University where the nominated student is enrolled).

Why are you collecting my data?

The Study Abroad Unit holds the personal data and special category data of its nominated exchange applicants and its direct applicants for the Study Abroad and Erasmus+ programmes in order to manage our services and processes: including: nomination review, allocation of study places, invitations to apply, registration, teaching and learning, assessment and other services such as accommodation and student support services including Careers, AccessAbility and Welfare.

Only information required for these purposes is obtained and processed, and without it the Study Abroad Unit may not be able to provide its services to you.

How will you use this information?

The Study Abroad Unit will use personal data (including special category data) to administer your Study Abroad or Erasmus+ programme and deliver services, including:

• Nomination, acceptance and invitation to apply;
• Admission to the programme;
• Provision of academic services in relation to your study programme, including:
• student registration;
• module registration within Academic departments;
• Financial assessments (e.g. fee status assessments, partner fee eligibility, exchange programme fee waivers)

What is the legal basis for processing the data?

Student personal data is collected and processed by the Study Abroad Unit as necessary for the performance of a contract under which the University provides services of Study Abroad or Erasmus+ programmes to nominated students and direct applicants.

In the instances in which the Study Abroad Unit process special category data e.g. disabilities or health data, this will be done with your explicit consent.

If you are sharing my data with others, who are you sharing it with?

In order to confirm your nomination, or to obtain authority to accept you onto the Study Abroad or Erasmus+ programme during your ongoing registration at another institution, we may contact your home institution and share your personal data. This involves transferring data to your originating country of study and data will be encrypted before it is shared. We may share details of your attendance, academic performance including assessment outcomes and any documented cases of misconduct.

How long will you retain my data?

A summary academic record (for individual students will be kept permanently by the University, with detailed records kept for defined periods. Limited personal data (such as name, field of study, semester(s) and duration of placement) will be retained for the duration of any active agreement with your home institution in order to corroborate records of specific participants over the course of our partnership. Details of our retention periods can be found in the University’s Retention Schedule.

Maintaining personal data

We will store only the personal details required to accept your nomination. Please advise us promptly of any changes to your details. If you have any questions about the data we hold please contact the Study Abroad Unit in the first instance.

What are my rights and how can I enforce them?

• The right to be informed about which data is collected and how it will be used
• The right to request access to your personal data held by the University
• The right to have incomplete or inaccurate data rectified
• The right to object to the processing of personal data – individuals have the right to object to the processing of their personal data by the University in specific situations.
• The right to data portability – students have the right to request provision of some elements of their information in digital form in order to provide it to other organisations.

In the first instance, please contact the University’s Information Assurance Services if you would like to discuss any aspect your rights in relation to your personal data.

How can I raise concerns about the processing of my personal data?

If you have any feedback, concerns or would like to exercise any of the rights above in relation to the processing of your personal data please contact the University’s Information Assurance Services. They will be able to guide you through the process.

External advice is available from the Information Commissioner who can be contacted via:

• Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF
• +44 (0)303 123 1113
• ICO website