At Newman we respect the dignity and worth of each individual and this includes the way we treat personal information. This Privacy Notice is meant to help you understand what data we collect, why we collect it, what we do with it, how we keep your personal data safe, and your individual rights over your personal data.
Who are we?
Newman University (Genners Lane, Birmingham, B32 3NT) is the data controller and you are welcome to contact our Data Protection Officer by emailing email@example.com or by post.
What type of personal data is collected?
When you apply to study at Newman University you either provide us directly and indirectly with your personal information. This includes:
- Information you have provided when making enquiries to the University or as part of recruitment events such as Open Days, Applicant Visit Days and the online Applicant Forum.
- Information you have provided on your application form as part of the admissions process (including applications made via a third party such as UCAS or recruitment agencies)
- Information from referees
- Information you have provided to a third party noting your interest
- Information you have provided to help us assess your ‘fitness to practise’, ‘fitness to study’ or ‘fitness to teach’
- Information you have provided to help us make reasonable adjustments for a disability or individual need
Applications can include a variety of personal data. Examples are name, gender, date of birth, contact details, education and training, applicant number, information about your family, lifestyle and social circumstances. Where you have provided it, information held may also include special categories of personal information and information on protected characteristics required to fulfil the University’s equality duties such as ethnicity and religious beliefs and health information. We use this information to plan for and provide help or reasonable adjustments, plan our courses and site facilities, ensure equal opportunities and for reporting and monitoring purposes. The University will make sure that access to, and the sharing of, your special category personal data are controlled very carefully. In order to assess your suitability to work with patients, children or other vulnerable people and your ‘fitness to practise’ or ‘fitness to teach’ for entry into some regulated professions, it is necessary to process special category data, such as data about your health or disability. We always ask for your explicit consent to process this special category data. However if you choose not to give consent you may be restricted from studying on these programmes.
Before you enroll as a student you may also express interest in or register for a preparatory programme such as HEADStart, HEADonline, HEADSup, HEADSup+ or a Subject Knowledge Enhancement (SKE) programme. Personal data is collected when you express interest in or register for such a programme. This personal data usually includes your name, your address, your email address and which programme you have applied for at Newman University.
As part of the recruitment, application and admissions systems the University processes your personal data on a variety of lawful basis. You are welcome to contact our Data Protection Officer to know each one. However the majority of our processing activities in relation to your personal data will be either to prepare for entering into a contract or to comply with a legal obligation. Any time we collect ‘special category personal data’ we will ask for your consent and will not collect or use the information if you do not provide consent. This includes information about your health (including mental health), race, ethnic origin, religion, sexual orientation, political opinions, philosophical beliefs, trade union membership, genetic data and biometric data.
If you choose to use the live chat facility you are providing your chosen username, your email address and your device location, as well as any personal data you may choose to include in the live chat. The lawful basis for using the live chat facility is legitimate interests.
How will the personal information be used and how long is it kept?
The University uses your personal data to administer the application process. This includes:
- Communicating with you regarding the progress of your application
- Providing information about your course
- Providing information about the University and its facilities such as accommodation
- Giving you information about what you need to know in advance of coming to University, for instance, how to enrol
- Assess your suitability for a course (including but not limited to your ‘fitness to practice, study or teach), and considering where appropriate, whether you would be likely to gain employment in a regulated profession related to your course
- When required, putting in place appropriate support prior to coming to the University
- Providing useful information about the services at the University in order to help you make an informed decision
- Communicating with you about your application decisions such as accepting, deferring or withdrawing from your offer
- Possibly linking you with current students / current applicants before you enrol or to help you settle in
- Helping the University to track applications, link multiple applications from the same applicant, track applications into conversions
We keep your whole application for the year of the application cycle plus up to 2 years if you do not become a Newman student or for the duration of the course plus 7 years, if you become a Newman student. After that we keep a skeleton record of who has applied for monitoring purposes and all other application information is securely destroyed.
If you apply to live in University accommodation you may provide personal and special category data regarding disabilities, long term medical conditions or criminal convictions relevant to your accommodation application. Personal data held for the purposes of accommodation is only shared with relevant staff and securely destroyed at the end of the academic year.
We use the personal data provided in the live chat facility and UniBuddy facility to respond to your questions and make the responses relevant to you and to help make you feel welcome at the University. We may store your personal data from these systems for up to 5 academic years after you made your most recent enquiry. After this time your personal data is securely destroyed or, in the case of tracking engagement, your personal identifying factors are removed and we then use the information to monitor and plan our overall marketing strategies.
Who can access my personal data and will they share my personal data with anyone?
Your personal data will only be accessible to relevant staff involved in the admissions and pre-enrolment process. Hard copies of personal information are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EU. We share the personal data with Office for Students (OfS), Student Loan Company (SLC), Department for Education (DfE), National Student Survey (NSS) and the Universities and Colleges Admissions Service (UCAS). We may need to pass personal data to the University Hospitals Birmingham NHS Trust Foundation as they provide Occupational Health Service to Newman University. This is personal data you would have provided to us as part of the ‘fitness to practise’, ‘fitness to study’ or ‘fitness to teach’ clearance checks.
We may use third party organisations to print and post personalised communications to you on our behalf. If you have signed up to attend an event we may use third party organisation to text you on our behalf about the event. In these instances we would share your name and relevant contact details with our preferred supplier who would only use it for that purpose in accordance with our instructions. They would not share it with anyone else and they or we would delete the personal data files on completion of the work. In addition to the circumstances stated above we will share your personal information if we believe someone’s life is in danger or we believe we are compelled to by law.
What about safeguarding information?
If you are offered a place on a teaching programme you need to pass our safeguarding clearance procedures which include having a full enhanced DBS check. See Information on DBS for more details. As the DBS check can take up to 8 weeks to receive, when you receive your offer to study at Newman University you might choose to tell us about a safeguarding issue to help us advise you whether you are likely to be able to enrol on a teaching programme. It is your own choice whether you wish to do this but it can give you more time to consider your likely options. If you do choose to share any information of this nature, it is treated with the strictest professionalism and is only shared with very limited people who are involved in safeguarding at the University. Any written information of this nature will be password protected or kept in limited access locked storage until it is no longer needed (e.g. you have made a decision about what programme you wish to pursue, or the DBS and associated checks are completed), at which point it will be securely disposed. If this personal information is written down, the lawful basis for Newman University using this information is your consent.
What rights do I have regarding my personal data?
You have the right to correct or update your personal data at any time. If you have applied through UCAS please contact them to correct or update your details. Otherwise please email firstname.lastname@example.org For personal information you have provided us consent to use, you have the right to withdraw your consent at any time. However if you choose to do so before we have carried out the purpose of having that personal information we will not be able to use it which may affect the personalised services we can offer you. You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email email@example.com
You have the right to see the personal data we hold about you. We recommend you use our online form. All information about how to request your data can be found on our dedicated web page. You can also contact our Data Protection Officer by email firstname.lastname@example.org or by post Newman University, Genners Lane, Birmingham, B32 3NT.
Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However Newman University does not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.
You have the right to lodge a complaint with the Information Commissioners Office about the handling of your personal data and can find out more about this on their website.
Where can I get more information?
To read Newman University’s data protection policy please click here.