Accommodation privacy notice

Introduction

Your personal information will be processed by the University in accordance with the provisions and principles of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act, 2018 as applied, enacted and amended in UK law. We will hold your data securely and not make it available to any third party unless permitted or required to do so by law.

Using your personal information

We will process the personal information that you have given to us, in line with our Data Protection Policy (PDF). We will hold your data securely in accordance with the terms and conditions of the UK GDPR as applied, enacted and amended in UK law and not make it available to any third party unless permitted or required to do so by law. The legal bases for processing your data are as follows:

• entering into and administering a contract for accommodation with you (inability to process this information could limit the services the University is able to provide you with and could thus be detrimental to your overall educational experience)
• legitimate interests of the University in upholding its accommodation regulations, when they are not overridden by your individual rights and freedoms
• data will be retained for up to seven years after you leave in line with legal record keeping obligations and then destroyed securely.

Sharing your personal information

We will only share relevant items of your information with appropriately trained UWE Bristol staff and organisations outside the University, where it is necessary in line with professional ethical guidelines. Otherwise, we will only share personal information about you if we have your permission or if:

• it is required by law
• we have reasonable belief that you have breached the University’s regulations or policies
• there is a serious risk of harm to yourself or to others
• entering into and administering a contract for accommodation with you (inability to process this information could limit the services the University is able to provide you with and could thus be detrimental to your overall educational experience)
• legitimate interests of the University in upholding its accommodation regulations.

We will share your data with accommodation providers where you have chosen to be accommodated in City Centre accommodation so they can continue to process your accommodation application eg UNITE Students.

In certain instances the University will process your sensitive personal data (“special categories” of data). In such cases it will either get your explicit consent or only process the data without your consent in very limited circumstances and under a relevant other lawful basis such as meeting our legal obligations with regard to reasonable adjustments or a matter of substantial public interest including where there is a risk of harm to yourself or others.

Your rights and choices

Under the UK GDPR as applied, enacted and amended in UK law you have the following qualified rights:

• the right to access your personal data held by the University
• the right to rectification if the information is inaccurate or incomplete
• the right to restrict processing and/or erasure of your personal data
• the right to data portability
• the right to object to processing
• the right to object to automated decision making and profiling
• the right to complain to the Information Commissioner's Office (ICO).

More information about these rights is available via following link to the GDPR Data Subject Rights (PDF). If you wish to exercise any of these rights please contact the Data Protection Officer.

How to contact us

The University of the West of England (UWE) is the data controller. Queries regarding any aspect of this Privacy Notice should be directed in writing to the Data Protection Officer, UWE Frenchay Campus, Coldharbour Lane Bristol, BS16 1QY. Email enquiries should be directed to dataprotection@uwe.ac.uk.

Your personal information

We will only use your personal information for the purposes of:

• giving you information regarding accommodation and processing your accommodation application, allocating and managing your accommodation
• liaising with other UWE Bristol professional services or academic staff to process your accommodation application, allocating and managing your accommodation  
• responding to any complaints you make about our services
• monitoring, evaluating, auditing and developing our services – in these cases data will be anonymised
• our personal information may include that given to us by third parties, eg assessment centres, your doctor or faith communities
• responding to concerns from professional services about your wellbeing.