This privacy notice is for individuals enquiring to study at the University of York 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 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.
The University collects information about you in a variety of ways. These include:
Personal data including:
If you choose to refer yourself to the University of York via UCAS 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.
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 to 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:
The University may process your personal data (including special category data) for the following purposes:
The University may share your data with:
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/.
In certain circumstances, it is necessary to transfer your Personal Data (including Special Category Data) outside the European Economic Area. In respect of such transfers, the University will comply with our obligations under 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 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 firstname.lastname@example.org. For further information , please see https://www.york.ac.uk/records-management/dp/individualsrights/.