Our Privacy 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 your personal data, in accordance with the UK General Data Protection RegulationLink opens in a new window (“ UK 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 UK GDPR and DPA 2018 which applies across the UK and we are responsible as ‘data controller’ of that personal data for the purposes of those laws.

In this section:

Privacy notice Data we collect How we obtain data Use of data Data sharing Data retention Data rights More information

Wellbeing Support Services Privacy Notice

This privacy notice applies to all current employees (“you” and “your”) of the University of Warwick (“Warwick”, “UoW”, “us”, “we” and “our”) and explains how we collect, use, and protect your personal data in in accordance with the Data Protection Act 2018 and the UK GDPR (“data protection law”).

For the purposes of this privacy notice, Wellbeing Support Services ("WSS") includes the Counselling and Psychotherapy Service, the Disability Team and the Wellbeing Support Team.

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 providing Wellbeing Support Services, we may collect, store and process a range of personal data. This includes, but is not limited to:

Full name, University ID number, date of birth, home and term-time address, telephone number, email address, emergency contact details and next of kin information
Course details, department, programme of study, start date, expected completion date and, where relevant, examination results
Photographs
Gender and other equality, diversity and inclusion information where relevant
Marital status where relevant to the support being provided
Complaints, appeals and correspondence relating to Wellbeing Support Services
Records of appointments, meetings and communications with Wellbeing Support Services
Referrals, support plans, reasonable adjustments and records of specialist support provided
Case notes and records created and maintained by Wellbeing Support Services
Information relating to your engagement with wellbeing initiatives, events and support services

We may also collect and use more sensitive personal data where necessary, including:

Health-related information, including physical and mental health conditions, disabilities and support needs
Racial or ethnic origin, religious or philosophical beliefs, where relevant to the support being provided
Information concerning your sex life or sexual orientation, where voluntarily disclosed and relevant to the support being provided
Other special category personal data where necessary to provide appropriate support or comply with our legal obligations

In some cases, you may be required to provide specific personal data in order for us to provide appropriate wellbeing, disability or counselling support. Failure to provide this information may prevent us from delivering the support requested or meeting our legal obligations

How do we obtain your personal data?

The University of Warwick collects personal data relating to individuals who access or use Wellbeing Support Services primarily from information provided directly by you when registering with or engaging with the service.

We may also collect personal data:

From information you provide during the University application, admissions or enrolment process.
Through your communications with us, including by telephone, email, online forms, virtual appointments and face-to-face meetings.
From relevant University departments where necessary to provide appropriate support.
From external organisations, including healthcare providers, statutory services, local authorities and other support agencies, where appropriate and permitted by law.

Further personal data may be collected throughout your engagement with Wellbeing Support Services as part of the support we provide.

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

Purpose	Lawful basis
To respond to enquiries from prospective and current students regarding Wellbeing Support Services.	Consent and/or legitimate interest of providing appropriate support and information.
To provide the University's Wellbeing Support Services, including the Counselling and Psychotherapy Service, Disability Team and Wellbeing Support Team.	Performance of a contract, compliance with a legal obligation and/or explicit consent where required.
To assess support needs and implement reasonable adjustments.	Compliance with a legal obligation.
To communicate with you regarding appointments, assessments, meetings, wellbeing support, counselling, disability support and related events.	Consent and/or legitimate interest of ensuring the efficient running of the University's support services.
To comply with Disabled Students' Allowance (DSA) Quality Assurance Group (QAG) requirements and other regulatory obligations.	Compliance with a legal obligation.
To provide accessible services and facilities.	Performance of a contract and/or compliance with a legal obligation
To respond to emergencies and safeguard the health, safety and wellbeing of students and others.	Compliance with a legal obligation, recognised legitimate interests and/or vital interests where appropriate.
To create and maintain records, case notes and support plans.	Performance of a contract, compliance with a legal obligation and/or legitimate interests.
To provide specialist one-to-one support and disability-related assistance.	Compliance with a legal obligation and/or explicit consent where required.
To make referrals to internal University services and external organisations where appropriate.	Explicit consent, compliance with a legal obligation and/or vital interests where appropriate.
To undertake research, service evaluation and statistical analysis using anonymised or aggregated information where appropriate.	Legitimate interest of improving and developing University services.
To investigate complaints, concerns or safeguarding matters and respond to legal claims.	Compliance with a legal obligation and/or legitimate interests.
To liaise with academic departments and other University professional services to coordinate appropriate support and reasonable adjustments.	Compliance with a legal obligation, performance of a contract and/or legitimate interest.
To safeguard students and others where there are concerns relating to welfare, health or safety, including sharing information where necessary to prevent serious harm.	Compliance with a legal obligation, recognised legitimate interests and/or vital interests where appropriate.
To establish, exercise or defend legal claims and respond to complaints, investigations or regulatory enquiries.	Compliance with a legal obligation and/or legitimate interests.
To maintain appropriate clinical, counselling and support records in accordance with professional standards and University policies.	Compliance with a legal obligation, legitimate interests and/or performance of a contract.
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
Other teams within Wellbeing Support Services (including the Counselling and Psychotherapy Service, Disability Team and Wellbeing Support Team).	Performance of a contract, explicit consent and/or legitimate interests.
Academic departments and other relevant University Professional Services (including Accommodation, Community Safety, the Residential Community Team, Student Conduct, the Information Compliance Team and the Feedback and Resolution Team), where necessary to provide support or manage complaints or disciplinary matters.	Performance of a contract, compliance with a legal obligation, explicit consent and/or vital interests where appropriate.
Local authorities, statutory services and external support organisations where referrals are made, including specialist support services.	Explicit consent, compliance with a legal obligation, legitimate interests and/or vital interests where appropriate.
Disabled Students' Allowance (DSA) Quality Assurance Group (QAG), Student Finance England, Disabled Students' Allowance needs assessment centres and other funding bodies.	Compliance with a legal obligation, performance of a contract and/or explicit consent.
Regulatory bodies and sector organisations, including HESA and the Office for Students.	Compliance with a legal obligation and/or legitimate interests.
The Students' Union, where appropriate to support your wellbeing or welfare.	Explicit consent and/or vital interests.
Emergency services	Recognised Legitimate Interests.
Law enforcement bodies/agencies	Recognised Legitimate Interests.
Local authorities	Recognised Legitimate Interests.
Healthcare providers, including the NHS and other health professionals involved in your care.	Recognised Legitimate Interests, compliance with a legal obligation and/or vital interests where appropriate.
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.

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/Link opens in a new window

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 Commissioner’s Office (the ICO). You can contact the ICO at www.ico.org.uk.Link opens in a new window

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 02 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.

Under the UK 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 refer to the Data Subject Rights pageLink opens in a new window. If a subject access request is made and the request for access is clearly unfounded or excessive, the University reserves the right to refuse to comply with the request in these circumstances.