Before you submit your application, we process your data in order to administer our application process, such as to investigate a problem reported by you. Once you submit your application, we process your data for the purpose of processing and assessing your application for study, and for purposes related to your application, such as assessing your eligibility for funding and your financial status or to verify information you have supplied to us in your application (e.g. regarding previous qualifications).
We set out below those circumstances where it is necessary for us to process your data. (These circumstances are not mutually exclusive; we may use the same information under more than one heading.)
6.1 Because we have a contractual obligation to consider your application
Information processed for this purpose includes the data listed in section 4 above.
We also need to process data under this heading where the University is working with a third party in order to offer you services, for example, those offered by colleges, sponsors (such as research councils), other universities or scholarship benefactors. See section 8 for a fuller list of examples of third party sharing.
6.2 Where we need to comply with a legal obligation
Information processed for this purpose includes, but is not limited to, information relating to the monitoring of equal opportunities and information provided to regulatory bodies including the General Medical Council and the OIA. We are also required by law to provide data to the Higher Education Statistics Agency (HESA) which shares information with public authorities that are required to carry out their statutory and/or public functions.
6.3 Where it is necessary to meet our legitimate interests
We also need to process your data in order to meet our legitimate interests or the legitimate interests of others. Examples include, but are not limited to, the following:
- sending you communications containing information on how to complete your application;
- inviting you to take part in applicant surveys or enabling third parties to conduct applicant surveys on our behalf;
- notifying you of changes to course information;
- sending specific communications to applicants likely to be affected by major incidents (e.g. natural disasters or conflicts in a specific country/region).
6.4 Where we have your consent
There may be situations where we ask for your consent to process your data, for example the socio-economic questions in the application form (where a "Prefer not to say" option is available) and pre-application communications for student recruitment purposes (you will always be able to opt out of receiving such communications).
If you fail to provide personal information under 6.1 or 6.2 above
If you fail to provide certain information when requested under the circumstances described in 6.1 and 6.2 above, we may not be able to meet our contractual obligation to consider your application or to comply with our other legal obligations.
Change of purpose
We will only process your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason, and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.
Please note that we may process your data without your knowledge or consent where this is required or permitted by law.