Marketing Data Collection Statements

Introduction

As of 25 May 2018 the General Data Protection Regulation (GDPR) will replace the Data Protection Act and govern the way that organisations, such as the University of Huddersfield process your personal data. Personal data is information relating to an identifiable living individual. A fundamental pillar of the GDPR is transparency and this data collection notice is designed to inform you how we will process your personal data when you supply it through the enquiry forms on our website.

The University of Huddersfield will never share, sell or divulge your information to any third parties, unless it is required to do so by law or in order to fulfil a request, for example we may need to share your information with a fulfilment agency to post you information. Your personal information will be shared in a manner which is encrypted, secure and compliant with relevant data protection legislation.

Why and how are we processing your personal data?

Literature requests

The information you provide will be processed by the University of Huddersfield for the purpose of sending you the prospectus and supporting information you have requested, in accordance with Data Protection legislation. The legal basis for processing your information is legitimate interest, and the University of Huddersfield may send you information to support your journey to university.

The information you provide will not be passed to any third parties outside of the University of Huddersfield, except where this is necessary for the purpose specified above, (for example, we may need to share your information with a fulfilment agency to post you the information), in which case such sharing will be compliant with data protection legislation.

Event registrations (Undergraduate Open Days, Postgraduate Study Fairs, Applicant Visit Days etc)

The information you provide will be processed by the University of Huddersfield for the purpose of confirming, your registration, sending you reminders about the event and notifying you of relevant, future events at the University, in accordance with Data Protection legislation. The legal basis for processing your information is legitimate interest, and the University of Huddersfield may send you information to support your journey to university.

The information you provide will not be passed to any third parties outside of the University of Huddersfield, except where this is necessary for the purpose specified above, (for example, we may need to share your information with a fulfilment agency to post you information), in which case such sharing will be compliant with data protection legislation.

Live web chats(for clearing, admissions and general enquiries)

The information you provide will be processed by the University of Huddersfield for the purpose of helping you with your clearing, admissions and other general enquiries, in accordance with Data Protection legislation. The legal basis for processing your information is that it is in both the University’s and your legitimate interests to provide a web chat service to help respond to your enquiries.

The web chat service is provided by a third party company (Bomgar) on behalf of the University and is hosted by that company on a cloud-based system. Information that you share during the web chat will be stored in the Bomgar cloud system for a short period for the purpose of assisting the University to assess the clearing process and identify where improvements could be made to web chat services in the future. Your information will not be shared with any other third parties except where this is necessary for the purpose specified above.  Whenever your data is shared with third parties, such sharing will be compliant with data protection legislation.

Scholarship enquiries

The information you provide will be processed by the University of Huddersfield for the purpose of responding to your enquiry about scholarships, In accordance with Data Protection legislation. The legal basis for processing your information is consent. if you opt-in to receive further information we will provide you with information related to this request to support your journey to university.

The information you provide will not be passed to any third parties outside of the University of Huddersfield, except where this is necessary for the purpose specified above (for example, we may need to share your information with a fulfilment agency to post you information), in which case such sharing will be compliant with data protection legislation.

Event enquiries

The information you provide will be processed by the University of Huddersfield for the purpose of responding to your enquiry about holding an event at the University, in accordance with Data Protection legislation. The legal basis for processing your information is consent, if you opt-in to receive further information, we may send you information about events at the University.

The information you provide will not be passed to any third parties outside of the University of Huddersfield, except where this is necessary for the purpose specified above, (for example, should we need to work with third parties in order to deliver the event), in which case such sharing will be compliant with data protection legislation.

Data collection at Schools, Colleges and Exhibitions (WhatUni, UCAS etc)

The information you provide will be processed by the University of Huddersfield for the purpose of notifying you of future events at the University and to support your journey to university, in accordance with Data Protection legislation. The legal basis for processing your information is legitimate interest, and the University of Huddersfield may send you information to support your journey to university. You will be sent an email which highlights how you can control the data we collect after we have met you at such an event.

The information you provide will not be passed to any third parties outside of the University of Huddersfield, except where this is necessary for the purpose specified above, (for example, we may need to share your information with a third party software vendor who provides the webinar software), in which case such sharing will be compliant with data protection legislation.

General enquiries (UK, EU and International)

The information you provide will be processed by the University of Huddersfield for the purpose of responding to your enquiry, in accordance with Data Protection legislation. The legal basis for processing your information is consent. If you opt-in to receive further information, we will send you information to support your journey to university.

The information you provide will not be passed to any third parties outside of the University of Huddersfield, except where this is necessary for the purpose specified above, (for example, we may need to share your information with a fulfilment agency to post you information), in which case such sharing will be compliant with data protection legislation.

Webinar registrations enquiries (UK, EU and International)

The information you provide will be processed by the University of Huddersfield for the purpose of notifying you of future events at the University and to support your journey to university, in accordance with Data Protection legislation. The legal basis for processing your information is legitimate interest, and the University of Huddersfield may send you information to support your journey to university.

The information you provide will not be passed to any third parties outside of the University of Huddersfield, except where this is necessary for the purpose specified above, (for example, we may need to share your information with a third party software vendor who provides the webinar software), in which case such sharing will be compliant with data protection legislation.

Headstart Compact Scheme

The information you provide will be processed by the University of Huddersfield for the purpose of supporting you on the Headstart scheme, in accordance with Data Protection legislation. The legal basis for processing your information is legitimate interest, and the University of Huddersfield may send you information to support your journey to university.

The information you provide will not be passed to any third parties outside of the University of Huddersfield, except where this is necessary for the purpose specified above, (for example, we may need to share your information with a fulfilment agency to post you information), in which case such sharing will be compliant with data protection legislation.

Progression Module

The information you provide will be processed by the University of Huddersfield for the purpose of supporting you on the Progression Module scheme, in accordance with Data Protection legislation. The legal basis for processing your information is legitimate interest, and the University of Huddersfield may send you information to support your journey to university.

The information you provide will be shared with Leeds Beckett University for the purposes of monitoring, tracking, and veryfing UCAS point awards should you apply to the University. All data sharing will be compliant with data protection legislation.

Data storage, reporting and market research

In these instances, your personal information will be stored in a CRM system, which is hosted on-site at the University.

Personal data provided for a purpose listed above will not form part of any automated decision making or profiling processes, it will simply be used to respond to the enquiry you have initiated. The University will use anonymised data to undertake statistical analysis for performance analysis and customer service purposes eg. managing event booking trends to inform staffing and refreshment requirements, comparing event bookings etc.

The University will seek to gather feedback on the services it provides, eg. feedback on a prospectus you have requested or on an event you have attended. Participation in these surveys is entirely voluntary and further information about the use of the data collected will be provided at the beginning of any survey you may choose to participate in.

Further information

To find out more about how the University of Huddersfield processes personal data, please visit our Privacy Notice. If you have any queries about the use of your information, the University Data Protection Officer can be contacted at data.protection@hud.ac.uk or 01484 473000.

The Information Commissioner is the regulator for GDPR in the UK. The Information Commissioner's Office (ICO) website has information and guidance for members of the public: https://ico.org.uk/for-the-public/

The Information Commissioner's Office operates a telephone helpline, live chat facility and email enquiry service.  You can also report concerns online.  For more information please see their website: https://ico.org.uk/global/contact-us/