Parents' Privacy Notice
Please note that this notice is for informational purposes only.
What personal data do we collect and use?
As part of our communications with you, we may collect, store and process the following personal data. This includes, but is not limited to:
- Full name
- Email address
We may also collect and use more sensitive personal data where necessary, if you choose to provide it to us, for example information relating to your health or accessibility requirements when requesting support or adjustments.
How do we obtain your personal data?
The University of Warwick (UoW) collects personal data relating to parents and supporters of students and/or prospective students either directly from you or from the student.
This information is collected through event booking forms, request for information forms, and other enquiries relating to undergraduate and prospective student engagement activities.
How do we use your personal data and which legal bases do we rely on?
| Purpose |
Legal Basis |
| To send relevant information and communications to parents and supporters of prospective students |
Legitimate interests |
| To provide information about studying at Warwick, including events, services and the application process, to help you support a prospective student's decision-making |
Legitimate interests |
| To respond to your enquiries and provide information you have requested |
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 |
| To assist public bodies and bodies carrying out public tasks |
Recognised Legitimate Interests |
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 UoW may share your personal data with third parties when required by law, when necessary to manage our working relationship with you, or when there is a legitimate interest in doing so. This includes, but is not limited to, sharing data for joint appointments with external organisations. The third parties with whom we may share your data include:
| Third Parties |
Legal Basis |
| Car Parking Partnership. |
Performance of a contract. |
| APCOA |
Performance of a contract. |
| Insurance Providers for processing insurance claims or coverage |
Performance of a contract / Legitimate interest |
| Law enforcement agencies for the prevention or investigation of crimes |
Legal obligation / Legitimate interest / Public task |
| 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, public bodies and 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.