Parents and carers privacy notice

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

This privacy notice explains how the University uses and shares your personal data and outlines your rights in relation to the personal data we hold.

What information are you collecting?

The University of Leicester may obtain, hold and process data of individuals who have enquired about the University or booked an event.

Personal data held by the University relating to enquirers/event bookers is obtained directly from the service user, or in some cases from a third-party organisation involved in providing data to the University (e.g. UCAS or a listings website you have registered with). We may collect the following personal data:

• Your name and contact details (including your address, email address, mobile/telephone number)
• The prospective student you are enquiring on behalf of (name and contact details)
• The prospective student’s subject of interest and year of entry
• Whether the prospective student is a UK or International student and their Country of Residence

When you book onto an on-campus event we may ask for special category data which includes information concerning a disability or your general health. We collect this data to enable us to cater for your needs and support your engagement at these events.

Why are you collecting my data?

The University of Leicester holds the personal data of its enquirers and event bookers in order to manage our student recruitment services and processes.  Only information required for these purposes is obtained and processed, and without it the University may not be able to provide its services to you.

How will you use this information?

The University of Leicester will use personal data to administer your request for student, course and university information or to process your event booking.

We will also use your data for other administrative purposes, for example: to undertake statistical analysis, conduct market research and internal filtering purposes in order to ensure the information we send is relevant to you.

Viewing and maintaining personal data

Users of our service are able to view personal data and communication preferences via the Preference Centre or opt out on the bottom of emails. Users can be erased by a member of the University CRM team. Please contact study@le.ac.uk for further information or if you have any questions about the data we hold.

What is the legal basis for processing the data?

The data will be processed under the legal basis of consent as set out in the UK GDPR Article 6(1)(a). The legal basis through which special category data will be processed is the explicit consent of the individual which is set out in the UK GDPR Article 9.2(a) and where the data subject has given explicit consent to the processing for one or more specific purposes.

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

For purposes referred to in this privacy notice we may share your personal data with certain third parties. The university works with third parties within and outside of the EEA, which act as service providers and data processors on our behalf. These third parties are bound contractually by the University to process your data securely and according to data protection legislation. Learn more about our data processors. Your data will be stored by our Customer Relationship Management (CRM) provider in a country outside the EEA that is approved by the EU for data storage.

As a parent or carer who signed up a prospective student for updates, can I remove them from my record?

If you signed up and provided details for a prospective student to receive updates and would like to remove their details from our record held, please contact us at study@le.ac.uk.

Cookie-like technology examples

Our third-party CRM provider "Azorus" may use cookie-like technologies from time to time, like web beacons, SDKs, pixels (or “clear gifs”) and other tracking technologies. They automatically place single pixel gifs, also known as web beacons, in every email sent from Azorus. These are tiny graphic files that contain unique identifiers that enable the University of Leicester and Azorus to recognise when our Contacts have opened an email or clicked certain links. These technologies record each Contact’s email address, IP address, date, and time associated with each open and click for a campaign. Azorus use this data to create reports for the University of Leicester about how an email campaign performed and what actions Contacts took.

How long will you retain my data?

Details of our retention periods can be found in the University’s Retention Schedule.

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 your data erased or for incomplete or inaccurate data rectified
• The right to restrict the processing of personal data – individuals have the right to block 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.
• The right to object to processing related to direct marketing.

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

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.

If you have any feedback or concerns in relation to the processing of your personal data please contact the University’s Information Assurance Services. If attempts to resolve a concern or complaint informally are not successful and you feel you have reason to complain, you may submit a formal complaint via the University’s Complaints Procedure.

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

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