How we use your personal information (for student applicants)

This page provides information about the use of personal information provided by applicants to Harlaxton College.

1. What is ‘personal information’?

‘Personal information’ means any information which relates to or identifies you as an individual.

2. Who will process my personal information?

The information provided here applies to the use, sharing and disclosure of your personal information by Harlaxton College (www.harlaxton.ac.uk or harlaxton.evansville.edu) and by the University of Evansville (www.evansville.edu) as part of the admissions process. Please note that the College and the University are separate legal entities for these purposes. The College and the University work together closely and share the personal information you provide in your application in accordance with agreed protocols. The University of Evansville when assessing your application may provide you with additional statements about how they will use, share and disclose your personal information as you progress through your application.

3. What personal information will be processed?

The College and/or, where relevant, the University, will use the details you provide on your application, together with additional details provided by any referee and recorded following any interview process.

4. What is the purpose and legal basis of the processing?

The College and the University will process the personal information provided on your application and the other information referred to above for the purposes of identifying you, processing your application, verifying the information provided, deciding whether to offer you a place on the course you have applied for, and communicating that outcome (together with any feedback).

We may also use or disclose the information provided for the following statutory or public interest purposes:

  • To prevent or detect fraud.
  • For equal opportunities monitoring.
  • To help us to make reasonable adjustments for any disability, as requested by you.
  • To allow us to consider any future accommodation requirements.
  • To provide statutory returns required by applicable legislation.
  • For research and statistical purposes (which may include the receipt of applicant surveys), but no information which could identify you will be published.

We consider the processing of your personal information for the above purposes to be either necessary for us to take steps with a view to creating a contractual relationship with you (e.g. to assess your application to study with us), or necessary for compliance with a legal obligation (e.g. to administer visa applications), or necessary for the performance of tasks we carry out in the public interest (e.g. the provision of education). Where we ask for any sensitive information, such as that concerning your ethnicity, sexual orientation, religious beliefs or health/disability, the use made of such information will be explained and you will often have the option to refuse your consent by not supplying it. We require you to provide us with the information we ask for during the application process in order to assess your application properly except where its supply is marked as optional. Admissions decisions are not automated.

5. Who will my personal information be shared with?

As well as circulating your application and related materials to the appropriate staff at the College and the University, we will share your personal information for the above purposes as relevant and necessary with:

  • Your referees.
  • Where relevant and as required and/or notified to you, your home University.
  • Your examination boards or awarding bodies.
  • Your funders and/or potential funders. These funders and/or potential funders may need to assess your financial situation.
  • Where relevant and as required, UK Visas and Immigration in order to act as your sponsor for visa purposes.
  • Where relevant and as required, governmental bodies including local authorities, the Home Office, and the Department for Work and Pensions and its agencies.
  • Other Higher Education organizations, in order to assist with tracking and research into access to Higher Education.
  • Companies or organizations providing specific services to, or on behalf of, the College and the University of Evansville (e.g. Terra Dotta).

On occasion, the above types of sharing may involve the transfer of your personal information outside the European Economic Area (e.g. to report to your home institution). Such transfers usually are necessary in order to process your application and/or meet our obligations with you and are carried out with appropriate safeguards in place to ensure the confidentiality and security of your personal information.

We do not sell your personal data to third parties under any circumstances.

6. How is my personal information used if I am accepted?

If you are accepted, we will use your personal information for the purposes described at ‘How we use your personal information (for students)’ as amended from time to time. Further information about this will be provided in your offer of admission.

If you are accepted, the College and University will also return data about you to other external agencies and funding bodies, as required.

7. How can I access my personal information?

You have the right to access the personal information that is held about you by the College or University. Further details are set out on the College’s data protection webpages at Data Protection - Subject Access Requests.

You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing (including the receipt of direct marketing) or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.

8. How long is my information kept?

We store your personal information for as long as necessary to complete the application process. If you are successful, your information will be kept as part of your student record for the duration of your studies (and it may be used as part of our assessment of any future application you make for further studies at Harlaxton College or the University of Evansville).

If you are unsuccessful, your information will be normally kept for at least one year after the completion of the application process.

9. Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please consult the College’s data protection webpages at Data Protection - Introduction. If you need further assistance, please contact the College’s Data Protection Officer (dpo@harlaxton.ac.uk).

10. How do I complain?

If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

11. Are changes made to this webpage?

This webpage was last updated in June 2018. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified via this webpage and/or by email.

Return to the Data Protection Introduction