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Data Protection Statement

Please find a copy of our Data Protection Statement. Please ensure you read this carefully before confirming you have read and understood the Data Protection Statement on your application.
By signing this document you are entering into a legal agreement with the University.

SECTION 7 - Data Protection Statement
I understand that:

1. All Personal information including, without limitation, my name, address/es, email address/es,
contact numbers, age, gender, date of birth, department, year of study, student status, type of
degree/course, department and details of my progress on my degree/course and examination
results ("Personal Information") will be used by the University of Warwick ("the University") in
the manner and for the purposes outlined in this statement and the University’s Data
Protection Guidelines.

2. The control of my Personal Information rests primarily with the Academic Office of the
University. All transfers of the whole or part of my Personal Information within the University
will be made on a need to know basis, including to bodies involved in sponsoring my studies.

3. If I am a full-time student, relevant parts of my Personal Information may from time to time be
disclosed to Local Authorities to enable them to assess whether I will be liable to pay Council
Tax.

4. The University reserves the right to share my personal information with external data sources
for the purposes of checking the accuracy of this information, providing relevant support and
ensuring the quality of provision. This may include, for example, seeking and sharing
information with partner colleges and seeking confirmation from other institutions of any entry
qualifications or teaching experiences that I have declared, or checking the HESA (Higher
Education Statistics Agency) returns to other institutions to see if I have previously been
reported as being a student of those institutions.


5. If I am an overseas student, the University may from time to time disclose relevant parts of my
Personal information to organisations outside the European Economic Area ("EEA"), for
example Government bodies or, as required, under relevant Education Acts and/or rules.
Before the University releases my Personal information to a Country outside the EEA the
University will ensure that such Country has in place adequate legal protection for the privacy
of Personal Information.

6. If I am an overseas student holding a student visa, the University will maintain records of
enrolment and will notify the UK Border Agency, as required, of my enrolment status.
7. If I am an overseas student holding a student visa and have registered for temporary
employment within the UK through the University of Warwick wholly owned subsidiary,
'Unitemps‘ , my personal data will be reciprocally shared, as required, with respect to my
student enrolment status.

8. Some information held about me by the University will be sent to the Higher Education
Statistics Agency (HESA). This forms my HESA record, which contains mainly coded information
including ethnicity and disability data. My record, or parts of it, will be passed to those of
Department for Employment and Learning, Northern Ireland (DEL(NI), Higher Education Funding
Council for England (HEFCE), Higher Education Funding Council for Wales (HEFCW), Scottish
Further and Higher Education Funding Council (SFC), Training and Development Agency for
Schools (TDA), Research Councils (RCs), Department for Children, Schools and Families (DCSF).

9. The data in my record will be used in an anonymised form, primarily for statistical analysis, by
HESA and the above bodies. This use may result in the publication and release of data to other
approved users, which may include academic researchers and commercial organisations. My
record will not be used by HESA or any of the above bodies in a way that would affect me
individually.

10. My contact details will not be made available to HESA and I note that precautions are taken to
minimise the risk of identification of individuals from the published and released data. None of
the above bodies will be able to use the data provided to HESA in order to contact me.

11. About six months after I graduate, I will be contacted to ask me to fill in the HESA ‘Destinations
of Leavers from HE’ survey and/ or mid-course survey. My personal details will be anonymised.
I may also be contacted a second time, in the post-qualification year, or a few years after I have
graduated, for the purposes of a further survey. My contact details will be passed to the
relevant organisation for the purpose as defined above, or for Ofsted inspections and deleted
afterwards. I can choose not to take part in the second survey by undertaking to let the
University knows of my decision.

12. Under the Data Protection Act 1998, I have the right to request a copy of the information held
about me by HESA, for a small fee. If I have any concerns about, or objections to, the use of
information for these purposes, I will need to contact HESA at www.hesa.ac.uk, or by writing to
95 Promenade, Cheltenham, GL50 1HZ.

13. Relevant parts of my Personal information will be passed to the Higher Education Funding
Council for England (HEFCE) or its agent, (currently Ipsos MORI) in order that I may be contacted
to participate in the National Student Survey and surveys of student finances, on behalf of the
education organisations listed above. My details will only be used for this purpose and will then
be deleted. I note that the National Student Survey (NSS) is an excellent opportunity for final
year undergraduates to provide feedback on their academic experience. The results will be used
to help future students to choose courses that best suit their needs and interests. If I decide not
to participate, I may opt out via the NSS website once the survey is live.



In addition to meeting the requirements of other Statutory Bodies, the University may from time to
time transfer all or part of my Personal Information to any of the following. I have indicated in the
Data Protection section of enrolment my permission, or refusal, to pass my Personal information to
the bodies specified.

1. Students Union - For the purposes of allowing the Students Union to provide me with support
services, to join Union societies and to vote in elections.


2. Research - The University may occasionally disclose certain Personal information to staff or
members of external organisations for research purposes (such as postal questionnaires).

3. Careers Service - For the purpose of making use of the Careers Service at Warwick. If I choose
‘no’ below I understand that l will not receive careers information by email and not be able to
use their online services or registration systems.

4. Development and Alumni Relations Office (including Warwick Graduates Association) — upon
graduation, the University will transfer relevant parts of my details from its Student Records
System to its Alumni database. This data will be used to keep me in touch with the University
via magazines and electronic newsletters, to ensure that I am invited to relevant alumni
events and reunions and for mailings, yearbooks, networking and fundraising purposes.
Partners / Ofsted – during and in your post qualification year your personal information and
achievement information will be shared with partner institutions (tutors and mentors) and Ofsted
for the purposes of admin, course delivery, supporting progress and quality assurance of provision.