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1. Purpose of this privacy notice

This privacy notice covers personal data for enquirers and prospective students of Solent University. It explains how Solent University collects, uses and shares your personal data and informs you of your rights with regard to the personal data we hold.

The University, as a registered Data Controller, (registration number Z5969541) has an obligation to comply with the Principles of the Data Protection Act 1998 and, from 25 May 2018, the General Data Protection Regulation.

2. What data do we collect?


2.1 Prospective students

We will collect basic personal data (name and contact details) in order to assist you with your enquiries and to help you decide if you would like to study with us.  

We will also collect any information you choose to give us about your personal circumstances that may be relevant to your enquiry or application; this may include your interests, educational background, health, welfare or access needs and special categories of data eg, health.

2.2 If you apply to study with us

We will collect the following data:

  • educational records including transcripts, examination certificates and references
  • any relevant employment details;
  • financial information; eligibility for fees and financial support;
  • nationality.

We will need to collect sensitive or special categories of data, including, for example:

  • racial or ethnic origin;
  • religious or other similar beliefs;
  • physical or mental health details;
  • offences and alleged offences;
  • criminal proceedings, outcomes and sentences.

2.3 Contact arrangements

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.

3. Why do we collect the data and what do we do with it?

3.1 Prospective students

We will use your personal data to assist you with your enquiries, to provide the services and 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/geographic area.

3.2 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 your application is successful;
  • give you access to university services;
  • invite your feedback on our courses and services;
  • process applications for financial support;
  • produce management and statistical data to monitor our performance and our services to you, to inform strategic planning and academic research. The data are not used to take decisions about you.

Where we collect sensitive or special categories of data, we will do so in order to:

  • accommodate a special need that you have disclosed to us such as disability;
  • to meet a legal obligation such as immigration law;
  • to monitor our compliance with equality and diversity law where we have your consent;
  • to produce management and statistical data in order to monitor our performance and our services to you, to inform strategic planning and academic research. The data is anonymised as far as possible and strict confidentiality is maintained with the use of data that may enable the identification of individuals. The data is not used to take decisions that could affect you.

4. Legal basis for processing your data


4.1 Prospective students

We process your data on the basis of your consent (which you can withdraw at any time) or in order to take action at your request prior to entering a contract with you.

4.2 If you apply to study with us

The legal basis for processing your data is as follows:

  • for academic purposes where it is necessary for the performance of a task carried out in the public interest or in the exercise of authority as a university;
  • in order to carry out a contract with you;
  • to meet our duty of care to you by complying with a legal obligation or to protect vital interests in an emergency;
  • where necessary, in order to support the prevention, investigation, detection or prosecution of criminal offences. 

5. How do we collect and store the data?

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 your studies, including, for example, if you are applying for a maritime training course or an apprenticeship.

Solent University's website does not capture or store personal data, except where you voluntarily choose to provide your personal details (for example, through one of our forms).

Our web server automatically collects data including your IP address, browser type, operating system and access times.

For information on cookies and how we use them, please visit our cookies page.

This website uses Google Analytics, a web analytics service provided by Google, Inc. ('Google'). Google Analytics uses 'cookies', which are text files placed on your computer, to help the website analyse how users use the site. The data generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States.

Google will use this data 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. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf.

Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do so you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

This privacy notice only governs Solent University's websites at the following domains (including sub-domains): solent.ac.uk; warsashacademy.co.uk and warsashsuperyachtacademy.com. Other web sites that are linked to these pages are not covered by this privacy notice. 

6. Who will we share your data with?

For specific purposes, we will appoint organisations and people under contract to act as data processors on our behalf, for example, to serve as recruitment agents, providers of IT services, hosts for communications services or to process payments. In particular, we will share data with our advertising agency, SMRS, to enable market research.

We will store your data with third parties (for example, Gecko, Zengenti and dotMailer), when using software to capture data, either online or at internal and external events. If we share information with third parties we always ensure there are appropriate controls about how they handle your data.

We also share data with our partner institutions about students who apply to study with us.

We will disclose or exchange limited personal data where necessary for the following reasons:

Recruitment and admissions:

  • to recruit students to courses through recruitment agents;
  • to recruit students to a course managed collaboratively between the University and a partner institution;
  • to confirm your attendance, progress and attainment at your current or previous place of study;
  • to verify your qualifications and obtain references;
  • to confirm your funding arrangements where necessary.

To meet our legal obligations:

  • to support health professionals or the emergency services to protect vital interests in case of a medical emergency;
  • to provide statistical returns to government agencies eg, HEAT (Higher Education Tracking Service) Higher Education Statistics Agency (HESA); Office for Students (OfS): Education Skills Funding Agency (ESFA);
  • to meet statutory or regulatory obligations;
  • 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 limited information to a statutory organisation, for example, the police, where required for law enforcement.

7. International data transfers

The University operates internationally and we may need to process your personal data in another country, in order to answer your enquiries or to process your application, to meet a legal obligation, to fulfil a contract with you or when we have your consent.  When we transfer data internationally, we ensure that safeguards are in place to protect your data and rights and apply the same high standards of privacy and security wherever we process your data.

8. How long do we keep your personal data?

Your personal data will be held in accordance with Data Protection Law. We keep the data of:

  • Prospective students for two academic years from the point of enquiry, where they do not make an application or take up a place on a course.
  • Applicants who enrol on a course: for six academic years from the point of graduation or withdrawal.

9. Your rights in relation to the personal data we hold

Under the General Data Protection Regulation you have the following rights. Further information about your rights can be found at ico.org.uk.

  • The right to be informed at an appropriate time about the collection and use of the personal data we hold about you.
  • The right of access to, your personal data and other supplementary data,
  • The right to require correction of the personal data we hold about you if it is incorrect.
  • The right, in certain circumstances, to require erasure of your personal data.
  • The right, in certain circumstances, to restrict processing or your personal data.
  • The right, in certain circumstances, to receive from the University the personal data you have provided to us in a reasonable format, specified by you.  You may also request that we pass that personal data to another data controller.
  • The right to object to certain processing of your personal data by us.
  • Rights in relation to automated decision making and profiling.

These rights are not absolute and we may be entitled to refuse requests when there are valid exceptions; we shall explain the reasons to you in such cases.

You are welcome to contact us if you have any concerns about how we process your personal data. If you remain concerned, you can complain to the Information Commissioner.

10. Contact us

You are welcome to contact us if you have any concerns about how we process your personal data.

The University’s Data Protection Officer is Paul Colbran. Please use the following contact details for any concerns you wish to raise about the personal data we collect and process.

Email: information.rights@solent.ac.uk

Tel: 023 8201 3229
023 8201 3978

By post:
Information Rights Office
Policy, Governance and Information
Solent University
East Park Terrace
Southampton
SO14 0YN.  

To request access to the personal information that we hold about you please email: information.rights@solent.ac.uk.

You have the right to complain about the processing of your data to the UK regulator, the Information Commissioner's Office.  Contact details are as follows:

By post:
Information Commissioner's Office
Wycliffe House,
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113
Website: www.ico.org.uk

11. Future changes

We regularly review this policy and will update it if there are changes in how we manage or use your data. This page will always contain the latest version of this policy.

Updated: 23 August 2018

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