Accessibility statement

Privacy Notice - offer holder & enrolled student survey

This privacy notice is for University of York enrolled students and offer holders who participate in research surveys related to potential new course offerings at the University of York. 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. 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?

We receive data directly from you when you fill in one of our surveys.

What data do we have?

Personal data including:

  • your name and email address;
  • views and/or opinions captured on survey completion.

What is our legal basis for processing your data?

Typically, data will be processed:

  • because you have given us your consent;
  • 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).

How do we use your data?

The University needs to process personal data to better understand ways in which we can develop our course offerings.

Who do we share your data with?

The University will share your data with:

  • University of York Academic Departments for the purpose of developing potential new course offerings;
  • University of York Planning Department for the purpose of analysing survey data in relation to developing potential new course offerings;
  • Hanover Research - The University has engaged a third party provider, Hanover Research to create the survey on the University’s behalf and summarise survey findings. Data shared will include participants' full name and email address and will be shared via a secure web link.

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 the University's Information Security web pages.  

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 dataprotection@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. 

Changes to our privacy notice

We keep our privacy notice under regular review. This notice was last updated on 8th February 2021.