Privacy Notice - agents 

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

• information collected through new agent application forms and documents provided as part of a new agent application (including references, information from websites including phone number, email addresses etc.); 
• information collected through any correspondence with you during the agent application process; 
• information collected through any correspondence during the ongoing business relationship between the University of York and an agent;
• information submitted via the University of York Agent Portal.

Personal data including:

• agent name, address, date of birth and contact details, including email address, telephone number and website address;
• geographical areas in which you operate in;
• description of services offered.

Typically, data will be processed:

• on the grounds of contractual requirement e.g. for the purposes of setting your agent account, making commissions payments and managing your portfolio of applicants and students and;
• to monitor equality and diversity.

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

• to enable the ongoing business relationship with you;
• to enable effective communication with you; 
• to process commission claims;
• to ensure effective general recruitment and admissions administration, including the analysis of applicant numbers and trends to improve our administrative processes;
• to provide evidence that the University has met UKVI requirements in relation to the Tier 4 sponsorship guidance;
• to respond to and defend against legal claims.

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 (eg software and system providers);
• HYMS, International Pathway College (IPC) or third parties (such as Kaplan) in relation to the admissions process.

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. 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 our IT Security webpages.

In certain circumstances, it is necessary to transfer your Personal Data outside the European Economic Area. In respect of such transfers, the University will comply with our obligations under UK GDPR and ensure an adequate level of protection for all transferred 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.

Under the UK 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 international-agents@york.ac.uk. For further information see our guidance on your rights under UK GDPR.

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

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, see their complaints guidance. 

We keep our privacy notice under regular review. This notice was last updated on 14th July, 2021.