Accessibility statement

Privacy notice - clearing enquirers

This privacy notice is for individuals enquiring to study at the University of York and Hull York Medical School (HYMS) via The Universities and Colleges Admissions Service (UCAS) Clearing route. 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 UK General Data Protection Regulation (GDPR) and Data Protection Act 2018. 

For the purposes of this privacy notice, University of York is the Data Controller as defined in the UK GDPR . For the University’s registration with the Information Commissioner’s Office, see the Information Commissioner's Register of Fee Payers. Our registration number is: Z4855807.    


Where do we get your data from?

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

  • information provided to us by third parties, such as UCAS, including UCAS clearing plus;
  • information collected through University of York clearing alerts forms;
  • information collected through any correspondence with you during the clearing process including email, telephone, online chat and in some cases social media platforms; 
  • information collected at University of York Clearing Open Days (campus based or online).

What data do we have?

Personal data including:

  • your name, postal address, date of birth, UCAS Personal ID  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;
  • previous immigration history, including copies of previous visas;
  • proof of identity documents.

If you choose to refer yourself to the University of York via UCAS (including Clearing Plus) then Special category data will be requested for regulated professional programmes e.g. Medicine, Social Work, Nursing  including information about disability, health, ethnicity and racial origin. 

What is our legal basis for processing your data?

The University needs to process personal data during clearing to keep records of that process. Processing data from clearing enquirers allows the organisation to manage the clearing process, assess and confirm a clearing enquirer’s potential suitability for a program of study and decide whom to offer a program of study. The organisation may also need to process data from a clearing enquirer record to respond to and defend against legal claims.

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
  • because it is necessary for our or a third party’s legitimate interests;
  • to allow us to comply with our legal obligations; 
  • 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 (including special category data) for the following purposes:

  • to operate Clearing (including Clearing Plus) admissions recruitment and selection processes;
  • to form the basis of a student record, should you be offered a place of study at the University;
  • to enable effective communication with you as a Clearing enquirer; 
  • to tell you about the University, the city and the experience of studying here and to make you aware of relevant upcoming events;
  • to ensure effective general recruitment and admissions administration, including the analysis of applicant numbers and trends to improve our administrative processes;
  • to compile statistical returns for reporting purposes;
  • to maintain and promote equality and diversity;
  • to respond to and defend against legal claims.

Who do we share your data with?

The University may share your data with:

  • Academic departments within the University of York;
  • Student and Academic Services;
  • Accommodation team at the University of York;
  • Higher Education Statistics Agency (HESA) for the purpose of compiling statistical returns;
  • QS Enrolment Solutions (QSES) for the purposes of providing support to clearing enquirers. This includes the QSES CRM, Acoustic and Twilio software. 
  • 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. UCAS, Formstack, Dynamics 365, ClickDimensions, DotDigital, Vodafone Storm (our clearing phone line provider) and Salesforce (our clearing enquiry management system).

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 our IT Security webpages.

How do we transfer your data safely internationally?

In certain circumstances, it is necessary to transfer your Personal Data (including Special Category Data) outside the UK.  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. 

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 UK GDPR, 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 For further information see our guidance on your rights under UK GDPR.

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

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, see their complaints guidance

Changes to our privacy notice

We keep our privacy notice under regular review. This notice was last updated on 6th June, 2023.