Marketing Privacy Notice

This privacy notice explains how the University of Warwick (“Warwick”, “UoW”, “we”, “us” and “our”) collects, uses and protects personal data for marketing and engagement activities.

Please note that this notice is for informational purposes only and does not form part of your contract of employment or any other contract to provide services.

What personal data do we collect and use?

As part of marketing and engagement activities, the University may collect, store and process a range of personal data. This may include:

• Full name
• Email address
• Telephone number
• Gender
• Date of birth
• Job title and employer
• Professional or academic qualifications
• Organisation details
• Details of any organisation that has referred you to the University
• Records of your interactions with the University (e.g. event registrations, webinar attendance, consultations, or brochure downloads)

We may also collect information about your interests, preferences, and engagement with our communications in order to tailor relevant information and opportunities.

Special category personal data

In some cases, we may collect limited special category personal data where you choose to provide it. This may include:

• Nationality
• Ethnicity
• Disability information

This information is typically collected to support equality monitoring or programme administration purposes.

How do we obtain your personal data?

The University may obtain personal data about you in several ways.

This may include information provided directly by you when you:

• sign up for an event
• download a brochure or magazine
• request further information
• schedule a consultation
• attend a webinar or taster lecture
• submit an application
• meet University representatives at recruitment or networking events

We may also obtain personal data from:

• lead generation agencies
• publicly available sources, such as:
  • Companies House
  • LinkedIn
  • organisational websites

Where personal data is obtained from third-party sources, we will inform you of the source of your personal data where possible when we first contact you.

How do we use your personal data and which legal bases do we rely on?

The University processes personal data to support its marketing, recruitment and engagement activities.

Purpose	Legal Basis
Providing brochures, magazines or informational materials	Consent and/or legitimate interests
Managing consultations, open events, webinars and taster lectures	Legitimate interests
Communicating information about programmes, events or opportunities	Consent and/or legitimate interests
Managing enquiries and applications	Performance of a contract and/or legitimate interests
Conducting marketing and outreach to relevant professional or business contacts	Legitimate interests
Conducting analysis of engagement and communication effectiveness	Legitimate interests
Profiling engagement and interests to improve relevance of communications	Legitimate interests
To safeguard vulnerable individuals (e.g. children and vulnerable adults)	Recognised Legitimate Interests
To protect public/national security and defence (e.g. measures to help prevent harm and support safety)	Recognised Legitimate Interests
Emergency response (e.g. where there is a need to act in relation to events or situations that pose a threat or risk to human welfare and/or the environment)	Recognised Legitimate Interests
To detect, investigate or prevent crime, or apprehend or prosecute offenders	Recognised Legitimate Interests
Toassistpublic bodies and bodies carrying out public tasks	Recognised Legitimate Interests

The University carefully considers whether its legitimate interests are balanced against the rights and freedoms of individuals before relying on this lawful basis.

In certain circumstances, the UoW may seek your written consent to process particularly sensitive data. If this occurs, UoW will provide you with comprehensive details regarding the information required and the reasons for its collection, allowing you to make an informed decision about whether or not to grant your consent.

Should you choose to provide consent for the collection, processing, and transfer of your personal data for a specific purpose, you retain the right to withdraw that consent at any time. To do so, simply contact us at infocompliance@warwick.ac.uk.

Once UoW is notified of your decision to withdraw consent, we will immediately cease processing your data for the purpose(s) you initially approved. However, if there is another lawful basis for continuing to process your data, we will notify you of this legitimate reason.

Which third parties may we share your personal data with and what legal bases do we rely on?

The University may share personal data with third parties where necessary to deliver marketing services, events or communications.

Third Parties	Legal Basis
Marketing and event service providers	Performance of a contract/ Legitimate interests
IT system and CRM providers	Legitimate interests
Lead generation agencies	Legitimate interests
Referral organisations (where you have indicated you were referred)	Legitimate interests
Online video platforms (e.g. YouTube) where events are recorded and published	Legitimate interests and/or consent
Professional advisers such as auditors, insurers or legal advisers	Legitimate interests
The University may carry out profiling in order to tailor communications and ensure that information sent to you is relevant to your interests and previous interactions. However, profiling is used only to support communication and engagement activities and the University does not make automated decisions without human involvement that would produce legal or similarly significant effects.	Legitimate interests
Emergency services	Recognised Legitimate Interests
Law enforcement bodies/agencies	Recognised Legitimate Interests
Local authorities	Recognised Legitimate Interests
Healthcare providers	Recognised Legitimate Interests
Environmental protection and regulatory bodies	Recognised Legitimate Interests
Specialist safeguarding, welfare, security, or crisis management service providers	Recognised Legitimate Interests
Government departments, publicbodiesand other bodies carrying out legally authorised public tasks.	Recognised Legitimate Interests

We will only share your personal data with third parties where there is a lawful basis for doing so and appropriate safeguards are in place. We will never sell your personal data or share it with third parties for their own marketing purposes. Please note that, where we rely on your consent, you have the right to withdraw your consent at any time. If we need to transfer your personal data outside the UK, we will ensure that appropriate safeguards are put in place where required by data protection law. Further details of these safeguards can be provided upon request to Legal and Compliance Services.

How long do we keep your personal data?

The University retains personal data in accordance with its Records Retention Schedule.

Personal data will be kept only for as long as necessary for the purposes for which it was collected, including meeting legal, regulatory, accounting or reporting requirements.

Further information on retention periods can be found in the University Records Retention Schedule.

What rights do I have in relation to my personal data?

Data protection law gives you specific rights over your personal data, as follows:

• the right to access personal data held about you;
• the right to be informed about how and why your data is used;
• the right to have your data rectified, erased or restricted;
• the right to object to the processing of your data;
• the right to portability of your data; and
• the right not to be subject to a decision based solely on automated processing.

If you have concerns about how we use your personal data, you have the right to make a data protection complaint directly to us.

If you would like to make a data protection complaint directly to us, please complete and submit the form below providing as much information as possible:

https://warwick.ac.uk/services/legalandcomplianceservices/dataprotection/complaints/complaintform/

Once we have received your complaint, we will:

• acknowledge receipt of your complaint;
• review the matters raised and make appropriate enquiries; and
• keep you informed (where appropriate) and, without undue delay, report the outcome of your complaint to you.

If you are dissatisfied with the University’s response to your complaint, you have the right to escalate your complaint to the Information Commission's Office (the ICO). You can contact the ICO at www.ico.org.uk.

How can you obtain more information about this privacy notice?

If you have any questions about this privacy notice, please do not hesitate to contact our Data Protection team and/or Data Protection Officer at: infocompliance@warwick.ac.uk.

This privacy notice was last updated on 5 October 2026. We reserve the right to update or modify this notice at any time to reflect changes in legal requirements, operational needs, or best practices. Any significant changes will be communicated to relevant individuals through appropriate channels (e.g. on our website). The most recent version of the notice will always be available for your reference.