ABOUT THIS POLICY  

Campuslife Limited (“we,” “us,” “our”) is committed to protecting your personal data. This privacy policy explains how we handle the personal data which we hold including the personal data which we collect from your enrolled University to allow you to access Welcome and any personal data you may provide as you use and interact with Welcome.  It also explains your privacy rights and how the law protects you including how we comply with data protection legislation which relates to the use of personal data.

PURPOSE OF THIS PRIVACY POLICY  

This privacy policy aims to give you information on how we collect and process your personal data when providing Welcome.

It is important that you read this privacy policy together with any other statements or fair processing notices we may provide on specific occasions when we collect or process personal data so that you are fully aware of how and why we are using your data. This privacy policy supplements those other notices and is not intended to override them.

HOW TO CONTACT US

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us, using the following details:

Campuslife Limited

Address: North Lane House, North Lane, Leeds, West Yorkshire, UK, LS6 3HG.

Email:      support@campuslife.co.uk

You have the right to make a complaint to the Information Commissioner’s Office (ICO) which is the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, like the opportunity to assist you with any concerns before you approach the ICO so please contact us in the first instance using the details above.

YOUR DUTY TO INFORM US OF CHANGES  

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

THIRD-PARTY LINKS  

Welcome may include links to third-party websites, plug-ins and applications (for example links to social media pages and YouTube). Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy policies. You should read any policies and other statements on such websites carefully.  

THE DATA WE COLLECT ABOUT YOU  

Personal data means any information about an individual from which that person can be identified. It does not include data which has been anonymised such that a person’s identity is removed.

We may collect, use, store and transfer different kinds of personal data. The categories of person data which we use include:

• Identity and Contact Data such as your names, titles and other identifiers together with your accommodation name, academic email address and telephone number.

• Education Data including details of your student identification number and student status (for example whether you are a UK, EU or overseas student).

• Technical Data including internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access Welcome. This may also include information about how you use Welcome.

IF YOU FAIL TO PROVIDE PERSONAL DATA  

Where we need to collect personal data by law, under the terms of a contract we have with you or your enrolled University and you fail to provide that data, we may not be able to provide access to Welcome to you.

HOW IS YOUR PERSONAL DATA COLLECTED?  

The majority of the personal data which we hold is collected directly from your enrolled University who supply us with your personal data to allow us to provide you with access to Student Welcome.

We may also collect personal data from you when you use and interact with Welcome (for example if you submit any information on the site).

Some of the technical data which we collect may be collected automatically as you interact with the Welcome site, for example via the use of cookies and similar technologies.

PURPOSES FOR WHICH WE USE YOUR PERSONAL DATA  

We will only use your personal data when the law allows us to.  The information below explain the purposes for which we use different categories of personal data and the legal basis or bases which we believe applies to those uses. We may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.

Administering and providing access to Welcome

We will process your identity and contact data and Education data if your education provider has informed us that you will have access to Welcome, in order to grant you access to it. We process your data in this way as it is necessary for our legitimate interests in providing the Welcome site to you, as requested by your education provider.

Administration of our website

We may process your identity and contact data and technical data, for the purposes of administering and operating Welcome. This may include troubleshooting, data analysis, testing, system maintenance and support. This helps us to continually improve Welcome and the services we can offer. We process your data in this way on the basis that this is necessary for our legitimate interests in managing, administering and improving Welcome and our services. This may also be necessary to comply with legal obligations.

CHANGE OF PURPOSE  

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.  If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.  Please also note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

If you would like further information about how we use personal data and the purpose which we might use it for, please contact us.  

DATA SECURITY  

We take reasonable technical and organisational precautions and security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We also limit access to your personal data to our employees who have a business need to know it.  They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

TRANSFERS OF DATA OUTSIDE THE EU

We do not transfer personal data outside of the European Union.

DATA RETENTION  

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

YOUR LEGAL RIGHTS  

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Those rights are listed below. Please contact us if you would like to exercise any of them.  You have the right to:

• Request access to your personal data (a “data subject access request”). This means you can receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

• Request correction of your personal data: This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

• Request erasure of your personal data. You can ask us to remove personal data where there is no good reason for us continuing to process it.  You also have this right where you have successfully exercised your right to object to processing, where we may have processed your data unlawfully or where we are required to erase your personal data to comply with law. We may not always be able to comply with your request where there are particular legal reasons.

• Object to processing of your personal data where we rely on a legitimate interest basis and if the processing impacts on your fundamental rights and freedoms. You can also object to direct marketing. In some cases, we may demonstrate that we have grounds to process your data which override your rights and freedoms.

• Request restriction of processing. You can ask us to suspend the processing of your personal data: if you want us to establish the data’s accuracy; where our data use is unlawful but you do not want us to erase it; where you need us to hold the data even if we no longer need it, to establish, exercise or defend legal claims; or you have objected to use of data but we need to verify whether we have overriding legitimate grounds to use it.

• Request a data transfer.  We will provide to you, or your chosen third party, your personal data in a structured, commonly used, machine-readable format. This only applies to automated information which you provided consent for us to use or necessary to perform a contract with you.

• Withdraw consent at any time where we rely on consent to process your personal data. This will not affect the lawfulness of processing carried out before you withdraw your consent.

EXERCISING YOUR RIGHTS   

You will not have to pay a fee to access your personal data (or to exercise any other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure personal data is not disclosed to a person who has no right to receive it. We may also contact you to ask you to clarify your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests in which case we will keep you updated.