Clearing privacy notice

How we will use your data

By registering for Clearing with the University of Derby, we will be required to process your data in certain ways in order to fulfil this request. The information on this page shows how we collect and process this information, and how and when we will dispose of it.

This privacy notice relates to your usage of our Clearing service which is accessible via or by calling our Clearing hotline on +44 (0)1332 592020.

  • The personal data that we need to collect for this process includes your full name, email address, contact phone number, date of birth, UCAS number and the qualifications you hold.
  • When you submit your registration, this data will be passed through our form system Gecko, which is based in the United Kingdom. If you call us to submit your Clearing registration/application, a member of the Clearing hotline team will register your details via the web form in our form system Gecko.
  • After submission, your data is then passed through Zapier in order to pass your registration into Zendesk, the system which manages our Clearing process. 
  • Zapier also passes your registration into Microsoft Dynamics, our CRM system, which is based in the United Kingdom.
  • Our Academic Team will access this information you submit via Zendesk in order to assess your suitability for the course you have applied for. Your details may also be used for consideration of an alternative course. We may contact you to request any additional information that we require to enable us to consider your application in full or to invite you to interview where applicable.
  • Personal data in Gecko, Zendesk and Zapier will be held for up to a year.
  • Personal data in Microsoft Dynamics CRM will be held for up to 2 years, then deactivated should there have been no interaction with it.

If you have any further questions about how we handle your data, please contact