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Residential Life Privacy Notice

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About this Notice

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal data, your rights in relation to your personal data and on how to contact us and supervisory authorities in the event that you have a query or complaint.

The University of Warwick (“UoW”) is committed to protecting the privacy and security of personal data. The purpose of this notice is to promote transparency in the use of personal data, and to outline how UoW collects and uses personal data during and after your working or visiting relationship with us, in accordance with the General Data Protection Regulation 2016 (“GDPR”) and the Data Protection Act 2018 (“DPA 2018”).

The UoW collects, uses and is responsible for certain personal data about you. This is known as “processing”. When we do so we are regulated under the GDPR and DPA 2018 which applies across the European Union and we are responsible as ‘data controller’ of that personal data for the purposes of those laws.

The purpose of this notice is to explain how the University of Warwick (“UoW”) will collect and use (process) your personal data, what rights you have in relation to that data and to provide transparency about the data collected about you.

The UoW is the data controller under the GDPR and DPA 2018 and we will process your personal data in accordance with the GDPR and DPA 2018 at all times. You, as a ‘data subject’, therefore have specific rights to the data that we hold, collect and process.

Throughout this notice, “University”, “we”, “our”, and “us” refer to the UoW and the RLT; “you” and “your” refer to those expressing an interest in becoming a volunteer member of the RLT and those who later become members of the RLT.

If you would like this notice in another format (for example: audio, large print, braille), please contact us (see ‘How to contact us’ above).

The personal data of Volunteers

The following are examples of personal data which may be collected, stored and used by RLT:

  • Personal identifiers and biographical information: Full name, date of birth, student or staff ID number, marital status
  • Contact details: Home and term-time address, telephone number, email address, emergency contact details or next of kin
  • Course/academic details: Course, Department, start and expected end date
  • Employment details: Department, line manager name and email address
  • Bank Details (for the payment of utility bills)
  • Ethnicity and diversity data
  • Gender
  • Your photo

Personal data of Volunteer Relations Living in RLT Accommodation:

  • Personal identifiers and biographical information of spouses, children, partners to include but not limited to: Full name, date of birth, marital status
  • Contact details: Home and term-time address, telephone number, email address, emergency contact details or next of kin

Special category data

Special Category personal data is any identifying information including but not limited to the following racial or ethnic origin, political opinions, religious or philosophical beliefs, data concerning health or data concerning a natural person’s sex life or sexual orientation. Some data collected and processed for the purposes of providing you with support may constitute special category data.

How the University of Warwick obtains your personal data

RLT may hold and collect your personal data in a number of ways, for example:

  • From information provided to us by yourself when applying to join the RLT - you are not obliged to provide the information but if you fail to do so we will be unable to offer you employment
  • Information you provide to the UoW for the purposes of admission or employment
  • Through communication to or from you by telephone, email, or via the website
  • Other areas of the UoW such as Warwick Accommodation, Campus Security, Wellbeing Support Services, your academic department and other professional services such as those dealing with disciplinary matters or complaints
  • We may also gain your personal data from third parties, for example, from other health care professionals such as your GP, the Students’ Union or concerned third parties

Purpose and associated lawful basis

RLT processes your personal data for the below reasons in order to provide you with the best possible support during your time at the UoW:

Where any of the above activities involve any special category data RLT will only process it if your explicit consent has been obtained, it is necessary to protect vital interests or it is necessary for reasons of substantial public interest.

Lawful bases for processing your personal data under the GDPR and DPA 2018

Personal data will only be processed when the law permits this to happen. Most commonly personal data will be processed in the following circumstances:

  • Where you have given us your consent.
  • In order to fulfil UoW’s obligations to you as part of a contract or services.
  • Where UoW needs to comply with a legal obligation (for example, the detection or prevention of crime and financial regulations)
  • Where it is necessary for UoW’s legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Our interests are the effective and efficient operation of the University.
  • To protect the vital interests of you or of another person (for example, in the case of a medical emergency).
  • In order to perform a task carried out in the public interest.

Special category data

We may only process special category personal data in the following circumstances where, in addition to a lawful basis for processing, there exists one of the following grounds:

  • Explicit consent – where you have given us explicit consent.
  • Legal obligation where the processing is necessary for us/ you to carry out/ exercise obligations and rights of a legal nature.
  • Vital interests - The processing is necessary in order to protect the vital interests of you or of another individual where you are physically or legally incapable of giving consent. This is typically limited to processing needed for medical emergencies.
  • Not for profit bodies - The processing is carried out in the course of the legitimate activities of a not-for-profit body and only relates to members or related persons and the personal data is not disclosed outside that body without consent.
  • Public information - The processing relates to personal data which is manifestly made public by you.
  • Legal claims - The processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
  • Substantial public interest - The processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law.
  • Healthcare - The processing is necessary for healthcare purposes and is subject to suitable safeguards.
  • Public health - The processing is necessary for public health purposes and is based on Union or Member State law.
  • Archive - The processing is necessary for archiving, scientific or historical research purposes, or statistical purposes and is based on Union or Member State law. Member States can introduce additional conditions in relation to health, genetic, or biometric data.

Where we rely on your consent to process your personal data you have the right to withdraw consent.

UoW will only use personal data for the purposes for which it was collected unless it is considered reasonable to use it for another purpose and the reason is compatible with the original purpose. If the UoW needs to use your personal data for an unrelated purpose, it will notify you and will explain the legal basis that permits it to do so. The UoW may process your personal data without your knowledge or consent, where this is permitted by law.

Confidentiality and Data Sharing

RLT is committed to providing a confidential services for both the team and the students that the RLT support in residential halls. The RLT may share your personal data with different areas of Wellbeing Support Services in order to provide you with the best quality of service and support, with third parties where required by law, where it is necessary to administer the working relationship with you or where there is another legitimate interest in doing so. Third parties with whom RLT may share your data include:

Transfers of data outside of the EEA

If we have to transfer any of your personal data outside the EEA we will let you know if the receiving country or organisation is deemed to have adequate data protection provision. Where a country or organisation does not have adequate protections we will put safeguards in place. Details of these safeguards can be provided to you upon request to Legal and Compliance Services.

Retention of your personal data

The GDPR and DPA 2018 requires that personal data should be kept for no longer than is necessary for the purposes for which the personal data are processed (except in certain specific and limited instances).

The University’s Record Retention Schedule (RRS) is a tool that enables the University to transparently demonstrate how the organisation complies with its data protection obligations by making provision for the time periods for which common classes of record are retained by UoW.

Full details of the retention periods of records can be found by viewing the records management page and selecting the University’s Record Retention Schedule (RRS), which is kept up to date separately.

Data subject rights

Under the GDPR and DPA 2018 you have a number of important rights free of charge.

You have the right to:

  • Be informed of how we collect and use your personal data;
  • Access your personal data;
  • Require us to correct any mistakes in the data we hold on you;
  • Require the erasure of personal data concerning you in certain situations;
  • Restrict our processing of your personal data in certain circumstances;
  • Receive your personal data, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
  • Object in certain situations to our continued processing of your personal data or at any time to processing of your personal data for direct marketing; and
  • Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you.

To exercise any of these rights please contact infocompliance at warwick dot ac dot uk. If a subject access request is made and the request for access is manifestly unfounded or excessive, the University reserves the right to refuse to comply with the request in these circumstances.

Keeping your personal data secure

The UoW keeps your personal data secure at all times using organisational, physical and technical measures.

Where appropriate, we also take measures such as anonymisation to ensure data cannot be used to identify you and/or encryption to ensure that the data cannot be accessed without the right security accesses and codes.

Where UoW engages a third party to process personal data it will do so on the basis of a written contract which conforms to the security requirement of the GDPR.

UoW takes measures to enable data to be restored and accessed in a timely manner in the event of a physical or technical incident.

UoW also ensures that we have appropriate processes in place to test the effectiveness of our security measures.

How to contact us

We hope that our Data Protection Officer (DPO) can resolve any query, concern or complaint you raise about our use of your personal data on the contact details below:

The DPO can be contacted via e-mail at dpo at warwick dot ac dot uk

Or write to:

The Data Protection Officer

Legal and Compliance Services
University of Warwick
University House
Kirby Corner Road

The GDPR and DPA 2018 also gives you the right to lodge a complaint with the Information Commissioner who may be contacted at or telephone: [0303 123 1113].

Changes to this Privacy Notice

This privacy notice was published on 22nd May 2018. We may change this privacy notice from time to time, when we do so we will inform you via e-mail.
Last revised 27 July 2020.

        Data Protection Officer
        The University of Warwick
        University House
        Coventry CV4 8UW