UK/EU student recruitment marketing privacy notice

The UK/EU Student Recruitment Team is part of the University of Surrey. We are registered as a data controller with the Information Commissioner’s Office (our notification number is Z6346945) and we are committed to ensuring that the personal data we process is handled in accordance with data protection legislation. We have a named Data Protection Officer, Suzie Mereweather, who can be contacted via dataprotection@surrey.ac.uk.

One of our responsibilities is to tell you about the different ways we collect and use your personal data. This statement provides details about these uses. In addition to this statement, you may be given further information about the uses of your personal data when you use certain services offered by the University of Surrey.

We hold and process personal data about teachers and careers advisors in schools across the UK and EU to enable us to invite you to events, inform you of opportunities for your students and update you, by means of a newsletter, about the University of Surrey.

We collect and process the following data:

  • Name
  • Address
  • Email address (if provided)
  • Telephone number (if provided).

We have this data about you on our mailing list when you:

  • Engage with us at an event
  • Make an enquiry
  • Register to attend an event
  • Register to receive our newsletter.

The University collects only the data we need and we keep the data up to date and only for as long as it is needed.

We collect your personal data in order to:

  • Send you information about future events that you may be interested in
  • Ask for feedback about events you may have attended which include surveys
  • Send you advice and guidance about attending university which may be helpful to you and your pupils
  • Register you on an event
  • Send you event material, if applicable
  • Contact you after an event where you have given us your consent to receive further information about other  activities that you or your students may be interested in
  • Provide you with a parking permit
  • Meet your dietary and access requirements, if stated (i.e. wheelchair access).

Lawful basis for collecting your data

We take our obligations for data handling very seriously and it is therefore important for you to know the lawful basis for us processing your information.

We process data to ensure that we can carry out our public role as an educational and research establishment, meeting legal, moral and contractual obligations as laid out in the University’s Charter (PDF).

We also process data in our legitimate interests in relation to the event being offered by the UK/EU Team and, if you have opted to be kept up to date with events and development that might interest you and your students. These legitimate interests are determined through an assessment made by weighing our requirements against the impact of the processing on you. Our legitimate interests will never override your right to privacy and the freedoms that require the protection of your personal data. If you are interested in learning more about this legitimate interest assessment, please contact dataprotection@surrey.ac.uk.

We process data because you give us your consent, specifically where you have advised us of any dietary and/or access needs that you may have and where you have consented to us keeping you up to date with events and developments that might interest you and your students.

We collect the data about you from the online surveys you complete and/or the liaison we have with you when we talk to your school. The data is then kept in a database and used to contact individuals to achieve the purposes listed above.

Some analysis of the data is also undertaken but only in an aggregate form to provide information about the success of events and never in ways in which individuals can be identified.

The University processes personal data and special category data, if any, in accordance with data protection legislation and its own Data Protection Policy (PDF).

We keep your personal data in accordance with the University’s retention schedules. This means that your data is kept for 5 years and then destroyed. However, if you have opted in to receive marketing from us we will continue to send it unless told otherwise.

We may share your personal data with the following departments in the University:

  • The Admissions team who support our work and help manage the student application process
  • The marketing team who may use the information in an aggregated and anonymous form to assess the effectiveness and success of events.

Your data will not be shared with any external organisations.

As an individual whose data we process (a data subject), you have certain rights in relation to the processing. Find detailed information about your rights as a data subject.

You have the right to:

  • Withdraw your consent for us to process your personal data where we have relied on that consent as our basis for processing your data.
  • Ask us to confirm that your personal data is being processed and to gain access (i.e. have a copy) of that data as well as to be provided with supplemental information about the processing.
  • Request that we rectify any inaccuracies where the data we hold on you is inaccurate or incomplete.
  • Have your data erased by us, although in certain circumstances we may not be able to do this. The circumstances where this applies can be found in the guide to data subject rights information.
  • Restrict the processing of your personal data in certain ways.
  • Obtain your personal data for reuse.
  • Object to certain processing of your personal data.

If you would like to exercise any of your rights please visit our make a privacy request section.

Marketing purposes

If you have consented to us sending you marketing information such as courses you will have the right to opt out of receiving information, your database record for this mailing list will be amended and you will no longer receive information from us. Do note, that you may continue to receive communications through other university mailing lists that you have signed up to.

Make a complaint

If you have any concerns about the way that we have handled your personal data please email the Data Protection team as we would like to have the opportunity to resolve your concerns.

If you’re still unhappy, you have the right to complain to the Information Commissioner’s Office (an independent body set up to advise on information rights for the UK) about the way in which we process your personal data.