Prospective student privacy notice

This privacy notice relates to prospective students, our student recruitment activity and how we handle personal data. As part of this activity, we collect and process personal data relating to you. We are committed to being transparent about how we collect and use your data and to meeting our data protection obligations.

What information does the University collect?

Information held about you may include:

  • your name, and contact details, including address, email address and telephone number
  • nationality
  • gender preference
  • date of birth, we are required to ask for parental consent to provide information to anyone under 16 years of age
  • your communication preferences
  • prior education, including university attended, subject studied and year of graduation
  • subject and course interests
  • dietary requirements, including allergies
  • details of your qualifications, skills, experience and employment history
  • whether or not you have a disability
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

Where personal information is collected on our website, for instance through a web form, please read our separate .

Why do we collect your data?

We collect and process your information to deliver the recruitment-related services you have requested through activities such as:

  • sending you a prospectus
  • sending you news and information related to your course or other aspect of your study, such as campus, or being an international student
  • reserving you a place at an event such as an open day or campus tour
  • sending you further information you have requested after attending an event
  • participating in live chat or other online events.

We may also receive the information required to provide these services from third party sources such as a UCAS fair or an International agent.

We may also use the information you provide us to:

  • better understand your needs and inform improvements to aspects of our service
  • to communicate with you and provide other information that we believe you may be interested in.

If you provide consent but later decide you want to withdraw this, you have the right to change your mind.

Legal basis for holding your data

We collect your data on the basis of 'legitimate interest' to enable us to provide you with the information you have requested in your enquiry.

How your data is held?

Depending on the service you require your personal data could be held within our email system Dotmailer, the Student Data CRM, Microsoft Dynamics CRM, EventBrite or the University edublog network.

These systems are accessed by staff within the Marketing and Communications department who manage the recruitment process.

Who has access to data?

We may share your details with other teams within the university in order to fulfil the service you require. These teams may use a range of systems to store and process data, including, but not limited to the CMS for the website, the Student Data CRM, dotMailer, Eventbrite, SITS.

We work with organisations who help us to process data. Some personal details are held on:

  • Student CRM, our customer relationship management system
  • Microsoft Dynamics 365 customer relationship management system
  • Eventbrite event management platform
  • Edublog network.
  • DotMailer and Qubamailer direct email systems
  • Akero content management system
  • TerminalFour, our website content management system
  • Social media channels including Facebook, Instagram and Twitter may hold your personal data if you contact us through that medium.

All data relating to your enquiry is held within the European Economic Area and will not be transferred outside of this area.

How does the university protect data?

The university takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

How long we will keep your data?

Your data is kept until the end of the recruitment cycle in which you contacted us. If you ordered a 2019 prospectus in December 2017 we will keep you data until October 2019, for example. If you become a student with us, this data will be then kept according to the student records retention schedule.

Data subject's rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data via a subject access request
  • require the university to change incorrect or incomplete data
  • require the university to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • object to the processing of your data, in certain circumstances, for example, where the university is relying on its legitimate interests as the legal ground for processing; or for direct marketing purposes
  • ask the university to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the university's legitimate grounds for processing data
  • withdraw your consent at any time, where we have requested and obtained your consent
  • where our lawful basis is consent or performance of a contract we will allow portability of your data.

If you would like to exercise any of these rights, please 

Use of automated decision making and profiling

The University does not currently undertake any profiling activities or make automated decisions about you.

The right to complain to the Information Commissioners Office

If you are unsatisfied with the way the university has processed your personal data, we ask that you let us know so that we can try and put things right, or if you have any questions or concerns about your data please contact us.

If we are not able to resolve the issue to your satisfaction, you have the right to complain to the Information Commissioner’s Office.

Data Controller

The Data Controller is the University of Derby, Kedleston Road, Derby. If you would like information about how the university uses your personal data please email us at or call 01332 592151.

Data Protection Officer

The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it. Our Data Protection Officer is Mrs Helen Selby. Contact our Data Protection Officer

Other privacy notices

We do our utmost to protect your privacy. Please be aware that other privacy notices exist within the university in respect of data held, including but not limited, to activities in relation to your enquiries, application, current students, alumni and use of our website.

February 2019
  • We have updated this privacy notice to make some sections clearer and easier to understand
  • The data controller section has been moved for consistency.
June 2020
  • Data Protection Officer - Updated.
January 2021
  • Data Protection Officer - Updated.