Privacy notice for enquirers

This privacy notice relates to people making enquiries about studying at the Â鶹AV, whose enquiry is handled by the course enquiries team.

Throughout this privacy notice, the terms “we” and “us” refer to the course enquiries team.

As part of enquiry management, the Â鶹AV 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 the course enquiries team 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 gave 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:

  • to assess our enquiries service
  • to better understand your needs and inform improvements to aspects of our service.

Legal basis for holding your data

The course enquiries team collects 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
  • Click4Assistance, our live chat platform
  • SID online, the enquiry management system at the university used by current students.
  • Contensis CMS - the system that we use to build and deliver our website

How we track our emails

Our emails may contain a single pixel to tell us whether our emails are opened, which device is used to view the email and verify any clicks through to links within the email.

We may use this information for purposes including determining which of our emails are more interesting to prospective students and to ensure our emails are optimized for different devices.

The pixel will be deleted when you delete the email. If you do not wish the pixel to be downloaded to your device, you can disable image loading in your email client.

Who has access to data?

These systems are accessed by staff within the course enquiries team 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 database hosted by a company called Student CRM
  • Our Content Management System (Contensis) that delivers our website. This is hosted by Zengenti Ltd. 
  • Our live chat platform, which is provided by a third party called Click4Assistance. Information regarding how the data is processed and stored by Click4Assistance can be viewed on their .

How long we will keep your data?

The course enquiries team 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 Learning Support 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.

If you go on to apply or study with us, relevant teams in the university may retain your enquiry under applicant and student privacy policies.

The existence of automated decision making, including profiling, information about the logic involved, including the significance and the envisaged consequences of such processing for the data subject

We will not use your personal data for automated decision making or profiling about you as an individual.

Privacy notices

Changes to this notice

We keep our privacy notices under regular review. This privacy notice was last updated in September 2023.

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.