This privacy notice relates to people making enquiries about studying at the University of Derby, whose enquiry is handled by the admissions or enquiry teams. Throughout this privacy notice, the terms “we” and “us” refer to the admissions and enquiry teams. As part of enquiry management, the University of Derby collects and processes personal data relating to you. The University is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
If you are under the age of 13, you should not provide us with personal information. This is because the service provided by us is directed at students aged 13 and over. We can usually resolve enquiries without you needing to give us sensitive information.
What information does the University collect?
Information held about you may include:
- Your name and your email address
- Your date of birth; we need your date of birth only to ensure we have a unique record for you, we will not use it for anything else
- If you are a current applicant, we may request additional information from you (for example your applicant ID number), to enable us to identify your application record correctly
- Although our telephone system collects telephone numbers from incoming calls, these details are not linked to a named individual. We will only record your telephone number if you give us these details to contact you for the purpose of resolving your enquiry
- Where personal information is collected on our website (for instance through a web form), please read our separate website privacy notice
Why do we collect your data?
We collect and process your information to respond to your enquiry with information you have requested about the university.
We may also use the information you provide us in other ways:
- to assess our enquiries service
- to better understand your needs and inform improvements to aspects of our service.
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 how you contact us your personal data could be held within one or more of our enquiry management systems:
- Student CRM, our customer relationship management system
- Microsoft Dynamics 365 customer relationship management system
- Click4Assistance, our live chat platform
All data relating to your enquiry is held within the European Economic Area and will not be transferred outside of this area.
Who has access to data?
These systems are accessed by staff to manage and respond to enquiries. We may share your details with other teams within the University only for the purposes of resolving your enquiry. These teams may use a range of systems to store and process data, including, but not limited to: Outlook; SID online; and the university’s applicant admissions portal.
We work with organisations who help us to process data. Some personal details are held on:
- Our customer relationship management databases - Student CRM and Microsoft Dynamics 365.
- Our live chat platform hosted by a company called Click4Assistance.
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?
We will keep your data for three years. This enables us to match your enquiry should you contact us with a further enquiry and also provides management information to allow assessment of our enquiries service.
If your enquiry is shared with trusted university services, such as the disability and dyslexia team, in order to help you decide whether studying with us is best for you, then your details may be retained by those teams under their retention policies.
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 contact us
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.
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 firstname.lastname@example.org 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 James Eaglesfield and Deputy Data Protection Officer is Helen Rishworth. Contact our Data Protection Officers
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.