Our contact details
Solent University, East Park Terrace, Southampton, SO14 0YN
For any questions, please get in touch with us at email@example.com
For more information, please contact the Information Rights Team at firstname.lastname@example.org
What type of information we have
- Personal details (name, email address and contact details)
- Any information you choose to provide in the process of your application or enquiry, including special category data such as health or disability if you choose to share that information.
- If you apply with us, we may process educational records, employment details, financial information, nationality, and any other relevant information for the application process.
How we get the information and why do we have it
We collect data from prospective students through our electronic systems and store it on our customer relationship management database (CRM). Our systems are secure and open to access only by authorised staff.
We will have received the data directly from you through your enquiries or from a third party, such as UCAS or Hotcourses, in which case the data will reflect what you have provided to the third party and agreed to share with us through your agreement with them.
If you apply to us through UCAS, we will receive the data that you have supplied to them in order to process your application. The data for our applicants is held on our student record system.
When appropriate, we will receive information from your employer or sponsor confirming their agreement to support you studies, for example, if you are applying for a maritime training course or an apprenticeship.
Solent University's website does not capture nor store personal data, except where you voluntarily choose to provide your personal details (for example, through one of our forms).
This website uses Google Analytics, a web analytics service provided by Google, Inc ('Google'). Google will use this data solely for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- We seek consent to provide an additional service (such as counselling, wellbeing services)
- We have to fulfil a contractual obligation.
- We have a legal obligation (such as HMRC or DBS check).
- We need it in an emergency life-or-death vital interest situation.
- We need it to perform a public task (as a university, we have a number of responsibilities).
- We have a legitimate interest and the processing carries little or no risk.
What we do with the information
Information is collected to assist you in your enquiries, providing you with the right services and the information you have asked for, and to help you decide if you would like to study with us.
We may invite you to give feedback to help us improve what we offer. We may conduct market research for the University, for example, using a research agency to send surveys and evaluate responses. We may use personal data for analytical purposes, for example, monitoring how many applications we have received from a certain college/geographical area.
We will contact prospective students and applicants by email, mail, telephone and SMS - we will ask you to opt in to your preferred method of communication.
If you apply to study with us, we will use your personal data to:
- process your application and to enrol you as a student if you application is successful,
- give you access to University services,
- invite your feedback on our courses and services,
- process applications for financial support,
- accommodate special needs, such as disability,
- fulfil our legal obligations,
- produce statistical data to monitor and improve our services. This would be done using anonymised data and will not be used to take decisions which could affect you.
Any data your provide as part of the application and recruitment process will only be shared where it is essential for the management of your application and enrolment. We may share your data for the purposes of:
- Website analytics
- Relevant government agencies, such as Higher Education Tracking Service (HEAT), Higher Education Statistics Agency (HESA), Office for Students (OfS), Education Skills Funding Agency (ESFA)
- To confirm your eligibility for student funding with Student Finance England (SFE) and the Student Loans Company (SLC)
- To comply with immigration law with UK Visas and Immigration (UKVI)
- To provide information to partners working with us to create your student experience, such as the leisure centre.
Any information processed will be deleted once it is no longer necessary for the purposes for which it was collected.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
- Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us by email if you wish to make a request.
How to complain
You can complain to the ICO if you are unhappy with how we have used your data.
The ICO's address:
Information Commissioner's Office
Cheshire, SK9 5AF
Helpline number: 0303 123 1113
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