Privacy Policy

This statement explains how University Academy 92 (UA92) collects, uses, stores, manages and protects the personal information we collect about you when you apply to study at UA92 and enrol with us as a student.

The Notice applies to both prospective and current students at UA92, including undergraduate and postgraduate students, those on short courses and part-time courses when using the amenities of UA92. After you have completed a course at UA92 your personal data will also be used so that we can offer career support and as described in the Alumni Privacy Notice.

Note:

• For applicants who apply via UCAS, this notice should also be read in conjunction with UCAS’s Privacy Notice, which can be found online https://www.ucas.com/about-us/policies/privacy-policies-and-declarations/ucas-privacy-policy.
• For enrolled students, this Notice should also be read in conjunction with Lancaster University’s Privacy Policy, which can be found online https://www.lancaster.ac.uk/privacy/student-privacy/.

WHAT INFORMATION DO WE COLLECT FROM YOU?

We collect personal information from you such as your contact details, date of birth, gender, training records, education, support needs and employment information.

We also collect data related to appropriate ‘protected characteristics’ such as ethnic origin, religious belief, sexual orientation and disabilities.

For students, in the course of your studies at UA92, we may collect further information about you including:

• Learning analytics data e.g. attendance records;
• Safeguarding information;
• Your academic record and data relating to teaching, learning and assessment;
• Information about your support needs;
• Information relating to your health and well-being;
• Financial information, bank details and information relating to funding your higher education studies;
• Information related to the provision of IT services, such as IP addresses, usernames, email addresses and other network data;
• Any records relating to student policies and procedure cases e.g. malpractice, disciplinary actions.

We will also process information which may include ‘special category’ data including:

Information which identifies individuals that are ‘vulnerable’;

Your racial or ethnic origin, religious beliefs, sexual orientation and physical or mental health, as well as information relating to your immigration status and criminal convictions;

Relevant medical information.

WHY WE COLLECT YOUR INFORMATION?

For applicants, the information you provide will be used to enable us to consider your application to study at UA92 and provide you with information about UA92 and other related products and services offered by third party partners.

For students, the information you provide will be used to enable us to support you in your studies at UA92, both academically and your health and well-being and provide you with information about UA92 and other related products and services offered by third party partners.

HOW IS YOUR INFORMATION COLLECTED?

For applicants, your information is either collected directly from you via our direct application form or transferred to us via UCAS.

For students, in addition to the above, further information is collected during pre-registration, registration and during the course of your studies at UA92.

HOW DO WE KEEP YOUR INFORMATION SECURE?

UA92 has robust Information Security procedures in place to protect your information. All staff at UA92 have a responsibility to make sure that your data is handled securely. For further information please contact the designated Data Protection officer at [email protected].

HOW LONG WILL WE KEEP YOUR INFORMATION?

We will retain most personal data we hold about you for 7 years. We do this so we can respond to any queries you or third parties may have about your studies, qualifications or student experience, to prepare references, to respond to any concerns or complaints and as part of our assessment of any future application you make for further studies at UA92. Your core record of your studies is retained indefinitely so that the details of your academic achievements can be confirmed.

WHO DO WE SHARE YOUR INFORMATION WITH?

We will share your data with employees of UA92 on a need-to-know basis in relation to job function.

We will also share your data with a number of external organisations including:

• Lancaster University;
• UA92 Global and Navitas Pty Limited (privacy policy accessible via this link: https://global.ua92.ac.uk/privacy-policy/)
• Relevant UK government departments, e.g. Office for Students, Higher Education Statistics Agency (HESA), Home Office, UKVI, Student Finance England, Student Loans Company.
• Law enforcement agencies;
• Spectrum Life for Student Assistance programme (privacy policy accessible via this link: https://www.spectrum.life/privacy-policy/)
• Work placement sites or partners supporting UA92 and its delivery of higher education;
• Professional Bodies in order to confirm your qualifications and accredit your course;
• Sponsors, loan organisations and scholarship schemes where students have a sponsor or loan provider;
• Plagiarism detection services such as Turnitin for the purposes of enabling assessors to check students’ work for improper citation and potential plagiarism;
• Local Authorities for purposes of council tax exemption;
• Local Authorities for voting purposes: where your consent has been provided, UA92 will register you to vote in the UK local and General Elections.
• Service providers who provide IT and system administration services where it is necessary for the pursuit of the legitimate interests of UA92;
• Any other authorised third party with which UA92 has a legal/contractual obligation to share data.
• In emergency situations, the institution may share your personal data, including sensitive personal data with organisations/individuals such as a medical professional or the police service.

UA92 will ensure that the sharing of data is in line with data protection legislation.

WHAT ARE YOUR RIGHTS?

You have the following rights regarding your personal data:

• To have access to your personal data – for further information see the Subject Access webpage;
• To have inaccurate or incomplete personal data amended;
• To have your personal data deleted – this will only apply when there is no legitimate reason for UA92 to continue to use your personal data;
• To restrict the use of your personal data;
• To request personal information in a digital form so that you can provide to other organisations;
• To object to automated decision-making and profiling;
• To withdraw consent when we have used consent as the basis for using your information.

If you wish to exercise your rights, you are advised to first read this information as there are some exceptions to using your rights.

WHAT ARE YOUR RESPONSIBILITIES?

You are required to read this Privacy Notice when it is presented to you during your application to UA92 and during your registration period. It is important that you do this so you understand how we use your personal information and your rights.

Please assist UA92 in keeping your student record up to date e.g. phone number, address. This can be via UCAS, or via the Helpdesk when you are a student of UA92.

CHANGES TO THIS NOTICE

This Notice has been developed to be compliant with the General Data Protection Regulations (GDPR). This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. If we make significant changes, we will contact you to inform you of this.

This Privacy Notice explains how we will collect, use, disclose and protect your personal data. The notice applies to all staff and workers at University Academy 92 (UA92) including job seekers/applicants, employed full-time, part-time, permanent, fixed term, casual and visiting staff and workers.

WHAT INFORMATION DO WE COLLECT FROM YOU?

We collect personal information from you such as your contact details, date of birth, gender, health conditions, training records, education and employment information. This list is not exhaustive and from time to time, UA92 may request other personal data to support matters such as wellbeing and health and safety.

We also collect data related to appropriate ‘protected characteristics’ such as ethnic origin, religious belief, sexual orientation and disabilities.

HOW IS YOUR INFORMATION COLLECTED?

We routinely collect information about you through the online application portal which may be accessed through the Job Vacancies section of the UA92 website and other online application vehicles such as Jobs Boards and Lancaster University’s website, where appropriate. When you accept an offer of employment at UA92, we collect further information from you including banking information and details to enable us to administer your pay and pension.

In addition, in the course of your employment at UA92, we may collect further information about you including:

• Absence records;
• Employee relations records;
• Performance and development records and reports;
• Reports from the occupational health service;
• Contractual changes in your employment

UA92 will also collect information during the course of your employment through self-assessment forms, digital and face-to-face forums, surveys and line management conversations.

WHY WE COLLECT YOUR INFORMATION

We collect your personal information to enable us to consider your application to work at UA92 or to enable us to fulfil our obligations as your employer.

UA92 is committed to ensuring equality of opportunity, diversity and inclusion across all services and activities. One of the important ways in which we assess and develop the effectiveness of our policies and practices is by monitoring applications for vacancies. Data we collect also helps us shape our wellbeing offer for all colleagues.

The diversity information that you are asked to provide as part of your application for employment will be used for monitoring purposes only; it does not form any part of the selection process. An exception to this is if you declare a disability if you wish to be considered for selection under the Disability Confident scheme.

WHO DO WE SHARE YOUR INFORMATION WITH?

UA92 will share your data with employees of UA92 on a need-to-know basis in relation to job function.

UA92 will also share your data with a number of external organisations including:

• Agents of UA92 e.g. pension administrator;
• Lancaster University;
• Relevant UK government departments, e.g. HMRC;
• Higher Education Statistics Agency (HESA);
• Law enforcement agencies;
• Any other authorised third party with which UA92 has a legal/contractual obligation to share data.

UA92 will ensure that the sharing of data is in line with data protection legislation. In many cases, the institution does not need to seek your consent to share this information when there is a legal or statutory obligation to do so.

In emergency situations, UA92 may share your personal data, including sensitive personal data with organisations/individuals such as a medical professional or the police service.

DO WE TRANSFER YOUR DATA TO THIRD PARTY COUNTRIES?

Sometimes we may need to share your personal data with other organisations based within or outside the European Union (EU).

When it is necessary to share your data with organisations outside the European Union, we will ensure that there are appropriate safeguards in place, thereby offering a comparable level of protection of your data within the EEA.

HOW DO WE KEEP YOUR INFORMATION SECURE?

UA92 has robust Information Security policies in place to protect your information. All staff at UA92 have a responsibility to make sure that your data is handled securely.

For further information on UA92’s information security policies, please contact the designated Data Protection officer at [email protected].

HOW LONG WILL WE KEEP YOUR INFORMATION?

Your application and employment records will be kept for a defined retention period, as follows:

• For successful applicants who become employees, details are kept for the period of their employment + 6 years from leave date.
• For unsuccessful applicants, interview details (eg. notes) are held for 3 months and then destroyed. Application information is held in the applicant tracking system for 12 months and is then anonymised.

WHAT ARE YOUR RIGHTS?

You have the following rights regarding your personal data:

• To have access to your personal data – for further information see the Subject Access webpage;
• To have inaccurate or incomplete personal data amended;
• To have your personal data deleted – this will only apply when there is no legitimate reason for UA92 to continue to use your personal data;
• To restrict the use of your personal data;
• To request personal information in a digital form so that you can provide to other organisations;
• To object to automated decision-making and profiling;
• To withdraw consent when we have used consent as the basis for using your information.

If you wish to exercise your rights, you are advised to first read this information as there are some exceptions to using your rights. For example, it is a statutory duty for the institution to send some of your information to HESA each year. In this case you could not apply to restrict this use of your information.

Any requests to use your rights over your personal data should be made to the institution’s designated Data Protection Officer at [email protected].

WHAT ARE YOUR RESPONSIBILITIES?

You are required to read this Privacy Notice when you make an application and accept a contract of employment with UA92. It is important that you do this so you understand how we use your personal information and your rights.

Please assist UA92 to keep your personnel record up to date by notifying the People  team of any change to your personal details, such as a change in your address or telephone number.

CHANGES TO THIS NOTICE

This Notice has been developed to be compliant with the General Data Protection Regulations (GDPR). This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. Updates can be made at any time.

This privacy notice sets out how UA92 uses and protects any information that you give when you use our website or make a general enquiry with us about UA92, its products and services.

UA92 is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this Privacy Notice.

WHAT INFORMATION DO WE COLLECT FROM YOU?

In addition to using cookies on our website, we may collect the following information. We will always ask before we collect such information:

• Name;
• Contact information including email address;
• Demographic information such as postcode, preferences and interests;
• Information relevant to services offered by UA92;
• Information relevant to surveys.

HOW IS YOUR INFORMATION COLLECTED? 

We collect information from you when you fill in a form on our website or have contact with us by letter, email, telephone or other means.

HOW DO WE USE YOUR INFORMATION?

This information helps us to understand your needs and provide you with a better service, and in particular we may use this:

• For internal record keeping;
• To improve our products and services;
• To periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided;
• To contact you, from time to time, for market research purposes. We may contact you by email, phone or mail. We may use the information to customise the website according to your interests;
• For other purposes which are advised at the point of collection, and in compliance with our Data Controller registration with the Information Commissioner’s Office.
• To facilitate the assessment and improvement of services that UA92 offers, to assess the effective management of UA92 and to ensure the efficient running of UA92 via internal and external audit. (Legitimate Interest)
• To share with appropriate third parties for the purposes of internal and/or external audit in order to facilitate the assessment and improvement of services that UA92 offers, to assess the effective management of UA92 and to ensure the efficient running of UA92 (Legitimate Interest).

HOW DO WE USE COOKIES?

Internal cookies that are used on the UA92 website fall into four categories; operationally necessary, performance related and functionality related.

• Operationally necessary – we may use cookies, or other similar technologies, which are operationally necessary to the operation of our website. This would include cookies which allow you to access our site and are also necessary to identify irregular or suspicious site behaviours and improve security. They also allow features such as shopping carts or similar features.
• Performance related – we may use cookies or other similar technologies in order to assess the performance of our website and tools and to help us understand how our visitors interact with our website, determine whether you have viewed an item of clicked on a link. We use these performance related technologies in order to improve our website content.
• Functionality related – we may use cookies or other similar technologies in order to allow us to offer you enhanced functionality when using our website. This may include identifying you when you sign into our site or keeping track of your specific preferences, interests or past viewed items so that we can enhance the presentation of our website.
• Targeting – these cookies may be set through our site by our advertising partner. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites.    They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

HOW DO WE KEEP YOUR INFORMATION SECURE?

UA92 has robust Information Security policies in place to protect your information. All staff at UA92 have a responsibility to make sure that your data is handled securely.

HOW LONG WILL WE KEEP YOUR INFORMATION?

We do not keep data longer than is necessary and follow UA92’s retention schedule.

WHO DO WE SHARE YOUR INFORMATION WITH?

We will share your data with employees of UA92 on a need-to-know basis in relation to job function.

WHAT ARE YOUR RIGHTS?

You have the following rights regarding your personal data:

• To have access to your personal data – for further information see the Subject Access webpage;
• To have inaccurate or incomplete personal data amended;
• To have your personal data deleted – this will only apply when there is no legitimate reason for UA92 to continue to use your personal data;
• To restrict the use of your personal data;
• To request personal information in a digital form so that you can provide to other organisations;
• To withdraw consent when we have used consent as the basis for using your information.

If you wish to exercise your rights, you are advised to first read this information as there are some exceptions to using your rights.

WHAT ARE YOUR RESPONSIBILITIES?

You are required to read this Privacy Notice when using UA92’s website. It is important that you do this so you understand how we use your personal information and your rights.

CHANGES TO THIS NOTICE

This Notice has been developed to be compliant with the General Data Protection Regulations (GDPR).

This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. Updates can be made at any time.

This privacy notice sets out how UA92 uses and protects any information that you give when you or your organisation becomes a Partner of UA92. UA92 is committed to ensuring that your privacy is protected. This notice applies to all Partners and their staff.

WHAT INFORMATION DO WE COLLECT FROM YOU?

We collect personal information from any staff who engage with UA92 as part of the partnership, such as their contact details and role.

HOW IS YOUR INFORMATION COLLECTED?

We collect information from our Partners as part of the formation of the partnership and when formalising the Partner Pledge.

WHY WE COLLECT YOUR INFORMATION?

We collect your personal information to enable us to engage with you in partnership activities as defined by the UA92 Partner Pledge.

WHO DO WE SHARE YOUR INFORMATION WITH?

UA92 will share your data with employees of UA92 on a need-to-know basis in relation to job function.

HOW DO WE KEEP YOUR INFORMATION SECURE?

UA92 has robust Information Security policies in place to protect your information. All staff at UA92 have a responsibility to make sure that your data is handled securely.

For further information on UA92’s information security policies, please contact the designated Data Protection officer at [email protected].

HOW LONG WILL WE KEEP YOUR INFORMATION?

Your information will be kept for as long as you or your employer remains a partner of UA92.

WHAT ARE YOUR RIGHTS?

You have the following rights regarding your personal data:

• To have access to your personal data – for further information see the Subject Access webpage;
• To have inaccurate or incomplete personal data amended;
• To have your personal data deleted – this will only apply when there is no legitimate reason for UA92 to continue to use your personal data;
• To restrict the use of your personal data;
• To request personal information in a digital form so that you can provide to other organisations;
• To object to automated decision making and profiling;
• To withdraw consent when we have used consent as the basis for using your information.
• Any requests to use your rights over your personal data should be made to the institution’s designated Data Protection Officer at [email protected]

WHAT ARE YOUR RESPONSIBILITIES?

You are required to read this Privacy Notice so you understand how we use your personal information and your rights.

CHANGES TO THIS NOTICE

This Notice has been developed to be compliant with the General Data Protection Regulations (GDPR). This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. Updates can be made at any time.