Degree Apprenticeships Student Enquirer Privacy Notice

This privacy notice is for enquirers who are interested in applying to the University of York to study a Degree Apprenticeship.

It sets out the ways in which the University of York gathers, uses, stores and shares your data. It also sets out how long we keep your data and what rights you have in relation to your data under the General Data Protection Regulation (GDPR).

For the purposes of this privacy notice, University of York is the Data Controller as defined in the General Data Protection Regulation. We are registered with the Information Commissioner’s Office and our entry can be found here. Our registration number is: Z4855807.   

Where do we get your data from?

The organisation collects information about you in a variety of ways. These include:

  • information collected through York’s online application form that has not been officially submitted;
  • information collected through any correspondence (phone, email, post)  with an enquirer during the enquiry process;
  • information provided to us by third parties, such as  the Learning Records Service;
  • information collected through University enquiry web forms;
  • information collected through virtual online events;
  • information collected at UK external events.

What data do we have?

Personal data including:

  • your name, address, date of birth and contact details, including email address and telephone number, employer.

If you commence a Degree Apprenticeship online application form and do not officially submit it, we may also hold personal data including:

Personal data including:

  • your name, address, date of birth, National Insurance number and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers;
  • information about your entitlement to study in the UK, if you are required to provide it;
  • proof of identity documents.

Special category data including information about disability, health, gender identity, ethnicity and racial origin. 

What is our legal basis for processing your data?

The University needs to process personal data during the enquiry process and keep records of that correspondence. Processing data from enquirers allows the organisation to provide information to enquirers regarding the admissions process, suitability for a program of study and to decide to whom to offer a program of study.

 Typically, data will be processed:

  • on the grounds of contractual requirement or to take steps to enter into a contract with you e.g. to offer you a place on a program of study at the University;
  • because it is necessary for the performance of a task carried out in the public interest (for information on our public task see our function as set out in our charter which can be found here);
  • because it is necessary for our or a third party’s legitimate interests;
  • to allow us to comply with our legal obligations;
  • to protect your or another person’s vital interests;
  • to monitor equality and diversity;
  • because you have given us your consent or, in the case of special category data, your explicit consent. 

How do we use your data?

The University may process your personal data for the following purposes:

  • to enable effective communication with you regarding your enquiry;
  • to tell you about the University, the city and the experience of studying here and to make you aware of relevant upcoming events;
  • to respond to and defend against legal claims.

Who do we share your data with?

The University may share your data with:

  • third parties that process data on behalf of the University to support it in fulfilling its obligations and responsibilities to and relationship with you (e.g. software and system providers) including; Qualtrics, Formstack, Dynamics 365, ClickDimensions and Dotmailer.

How do we keep your data secure?

The University takes information security extremely seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. For further information please see, https://www.york.ac.uk/it-services/security/.  

How long will we keep your data?

The University will retain your data in line with legal requirements or where there is a business need. Retention timeframes will be determined in line with the University’s Records Retention Schedule.

What rights do you have in relation to your data?

Under the General Data Protection Regulation, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent. If you would like to exercise any of these rights, please contact Partnership Admissions - partnership-admissions@york.ac.uk. For all other requests, please see https://www.york.ac.uk/records-management/dp/individualsrights/

Questions or concerns

If you have any questions about this privacy notice or concerns about how your data is being processed, please contact the University’s Data Protection Officer at dataprotection@york.ac.uk.

Right to complain

If you are unhappy with the way in which the University has handled your personal data, you have a right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, please see www.ico.org.uk/concerns.