Enquiry and Applicant Privacy Notice

This privacy notice applies to individuals who contact us, make an enquiry, register an interest, or submit an application in relation to studying, working, collaborating, or otherwise engaging with the University of 糖心TV (鈥测辞耻鈥� and 鈥测辞耻谤鈥�). This includes prospective students, applicants, and any individuals who provide us with their personal data in connection with an enquiry or application process, whether or not they ultimately enrol or enter into a formal relationship with the University (鈥淯苍颈惫别谤蝉颈迟测鈥�, 鈥渨别鈥�, 鈥涣耻谤鈥�, and 鈥涡蝉鈥�).

The purpose of this privacy notice is to explain how we collect, use, and protect your personal data in in accordance with the Data Protection Act 2018 and the UK GDPR (鈥�data protection law鈥�).

What personal data do we collect and use?

As part of our relationship with you, we may collect, store, and process a range of personal data. This includes, but is not limited to:

Name, previous name (if applicable), address, telephone number and date of birth, country of birth, nationality, next of kin, email address, gender and your photo
National Insurance number and bank information
Date of studying, exam results, predicted grades, final grades, educational background, previous schools, colleges and universities, educational certificates, UCAS IDs, appeals and extracurricular activities
Employment, work experience and responsibilities
Passport and visa details

If you are being considered for a bursary or scholarship, then additional information will be collected for qualifying criteria.

During the enquiry process we may collect and use more sensitive personal data where necessary, including:

Health-related information, including medical conditions and disabilities

Criminal convictions

This is known as special category data which is personal data such as that revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person鈥檚 sex life or sexual orientation. We may also collect special category personal data from you when you are completing an application form. We may only process special category personal data in the following circumstances where, in addition to one or more of the lawful bases above there exists one of the following grounds:

Explicit consent 鈥� where you have given us explicit consent.
Legal obligation -where the processing is necessary for us/ you to carry out/ exercise obligations and rights of a legal nature. Vital interests - The processing is necessary in order to protect the vital interests of you or of another individual where you are physically or legally incapable of giving consent. This is typically limited to processing needed for medical emergencies.
Not for profit bodies - The processing is carried out in the course of the legitimate activities of a not-for-profit body and only relates to members or related persons and the personal data is not disclosed outside that body without consent.
Public information - The processing relates to personal data which is manifestly made public by you.
Legal claims - The processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
Substantial public interest - The processing is necessary for reasons of substantial public interest, on the basis of law.
Healthcare - The processing is necessary for healthcare purposes and is subject to suitable safeguards.
Public health - The processing is necessary for public health purposes and is based on law.
Archive - The processing is necessary for archiving, scientific or historical research purposes, or statistical purposes and is based on law. Member States can introduce additional conditions in relation to health, genetic, or biometric data.

The University will only use personal data for the purposes for which it was collected unless it is considered reasonable that it is needed for another purpose and the reason is compatible with the original purpose. If the University needs to use your personal data for an unrelated purpose, it will notify you and will explain the legal basis that permits it to do so. The University may process your personal data without your knowledge or consent, where this is permitted by law.

Where we rely on your consent to process your personal data you have the right to withdraw your consent.

You are not obliged to provide information to us but if you fail to do so we will be unable to deal with your enquiry/progress your application.

How do we obtain your personal data?

We may collect your data in a number of ways, for example:

From the application form you complete when requesting a prospectus.
From any information provided to us by yourself when making enquiries.
From independent agents, for example, University contracted agents or applicant appointed agents.
Information you provide through UCAS and other admission procedures.
Through communication to or from you by telephone, email, or via the website. For example, when you call to make enquiries about the course or when you are raising concerns.
From your attendance at Open Days, other University of 糖心TV hosted events, UCAS fairs or other recruitment fairs, or via our offices.
We may also obtain your personal data from third parties, for example, from references, information from your sponsor and information from your previous educational establishments.
From your previous your employer, Student Loans Company, local authorities, other relevant parties authorised to provide us with your information including placement providers.
From social media platforms where you engage with us directly (for example, by sending us a direct message or responding to University posts).
From third-party application or recruitment platforms (for example, postgraduate application portals or clearing platforms).
From schools, colleges, or other educational partners who share information with us in connection with your application or participation in outreach activities.
From partner institutions (including international partners) where you are applying for, or enquiring about, joint programmes, exchange opportunities, or progression routes.
From publicly available sources where relevant to your application (for example, professional networking sites or published academic work).

From statutory or regulatory bodies where relevant to your application or eligibility (for example, immigration or funding checks).

How do we use your personal data, and which legal bases do we rely on?

Purpose	Legal Basis
Communicating with you regarding your enquiry.	Legitimate interest / Consent / Necessary for the performance of your contract.
Communicating with you regarding your application.	Necessary for the performance of your contract.
Processing and responding to complaints, appeals, or challenges relating to your application.	Necessary for the performance of your contract and/or compliance with a legal obligation.
Reviewing your application to assess your eligibility to undertake our academic programmes.	Necessary for the performance of your contract.
Verification of qualifications and prevention of academic fraud (including use of verification services).	Necessary for the performance of your contract and/or compliance with a legal obligation.
Safeguarding and protection of applicants and prospective students.	Compliance with a legal obligation and/or necessary for our legitimate interests
Administration and consideration of eligibility and/or applications for bursaries and award, administration of an award/bursary and the publication of those awards and bursaries.	Necessary for the performance of your contract.
Assessment of fee status (e.g. Home/Overseas) and tuition fee determination.	Necessary for the performance of your contract and/or compliance with a legal obligation.
Processing tuition fee deposits and related payments.	Necessary for the performance of your contract.
For provision of the University accommodation including 糖心TV Conferences and allocation of rooms.	Necessary for the performance of your contract.
Management of enquiries with prospective students.	Necessary for the performance of your contract. If your enquiry relates to a marketing activity only then we will seek your consent.
Correspondence with offer holders regarding next steps and the enrolment process.	Necessary for the performance of your contract.
Immigration matters.	Comply with our legal obligation and necessary for the performance of your contract.
Reviewing and implementing any reasonable adjustments which may be required to support applicants.	Necessary for the performance of your contract and/or legal obligation.
For equal opportunities monitoring.	Legitimate interest and / or compliance with legal obligation
To prevent or detect fraud.	Legal obligation.
Conducting Internal Audits.	Necessary for our legitimate interests in maintaining internal control, and/or prevention, detection and investigation of fraud.
Pre-sessional English Programme.	Necessary for the performance of your contract.
Correspondence relating to your enquiry or application about any relevant associated events or services e.g. open days, student support, accommodation etc.	Necessary for the performance of your contract.
Management of scholarships funded by external donors or partners.	Necessary for the performance of your contract and/or legitimate interests.
Compliance with regulatory and statutory reporting requirements (e.g. reporting to funding or regulatory bodies).	Compliance with a legal obligation.
Inviting you to participate in surveys relating to your applicant experience.	Necessary for our legitimate interests and/or consent.
Marketing communications about programmes or events not directly related to your enquiry or application.	Consent
Research and statistical analysis.	Legitimate interest of the University.
糖心TV management and planning, including accounting and auditing.	Compliance with a legal obligation and/or legitimate interest of sound management of the business of the University.
Artificial Intelligence (AI) assistant to help in the triaging, coding, collation and drafting of some email responses to you. All responses to enquiries received are checked and sent by a trained member of staff.	Legitimate Interests
To safeguard vulnerable individuals (e.g. children and vulnerable adults)	Recognised Legitimate Interests
To protect public/national security and defence (e.g. measures to help prevent harm and support safety)	Recognised Legitimate Interests
Emergency response (e.g. where there is a need to act in relation to events or situations that pose a threat or risk to human welfare and/or the environment)	Recognised Legitimate Interests
To detect, investigate or prevent crime, or apprehend or prosecute offenders	Recognised Legitimate Interests
To assist public bodies and bodies carrying out public tasks	Recognised Legitimate Interests

Which third parties may we share your personal data with and what legal bases do we rely on?

Third Parties	Legal Basis
UCAS - Application data, which includes contact details and attainment, work experience, previous institution, contextual data and disability information.	Necessary for the performance of your contract.
Home Office UK Visas & Immigration (UKVI), for non-UK offer-holders and students preparing and/or making and/or having made a visa application which permits study in the UK.	Necessary for the performance of your student contract and/or our Legal obligation.
Home office UK visa & immigration (UKVI), for non-UK students who have temporarily or permanently withdrawn from studies following initial enrolment but hold a visa sponsored or endorsed by the University of 糖心TV which has not expired.	Legal obligation.
UK Border Force, for non-UK offer-holders, students and graduates preparing and/or making and/or having made a student visa application and/or holding a valid visa which permits them to study at the University of 糖心TV, for the purpose of assisting them to re-enter the UK to commence or continue studies or to attend Graduation Ceremony.	Necessary for the performance of your student contract and/or Legal Obligation.
The Education and Skills Funding Agency (ESFA), on behalf of the Department of Education (DfE) in relation to Degree Apprenticeships.	Legal obligation.
Sponsors and Degree Apprenticeship Partners, where a contract exists with you.	Necessary for the performance of your contract.
Our academic staff.	Necessary for the performance of your contract.
Our administrative and support staff.	Necessary for the performance of your contract.
Funding bodies, scholarship and bursary providers.	Necessary for the performance of your contract.
Referees provided on your applications.	Necessary for the performance of your contract.
To professional and industrial bodies including local authorities and the Department for Work and Pensions and its agencies.	Necessary for the performance of your contract and/or legal obligation.
Relevant Professional Bodies associated with your programme in order to confirm your enrolment on the course.	Necessary for the performance of your contract.
Student Loans Company for the administration of your loan and for the management of associated issues or investigations.	Necessary for the performance of your contract.
Other higher education institutions (e.g. joint programmes, exchange partners, progression routes, or where you have accepted/declined offers).	Necessary for the performance of your contract and/or legitimate interests.
Overseas partner institutions and agents (for joint delivery, articulation agreements, or international recruitment).	Necessary for the performance of your contract and/or legitimate interests.
Accommodation providers (including University-owned and third-party providers).	Necessary for the performance of your contract
IT service providers and system suppliers (e.g. admissions systems, CRM platforms, cloud hosting providers).	Necessary for our legitimate interests and/or performance of your contract.
Payment service providers and banks (for processing application fees, deposits, refunds, or tuition payments).	Necessary for the performance of your contract.
External verification providers (e.g. qualification verification, fraud prevention, plagiarism detection services).	Necessary for the performance of your contract and/or legal obligation.
Healthcare or occupational health providers (where relevant to fitness to practise or reasonable adjustments).	Necessary for the performance of your contract and/or legal obligation.
Police, law enforcement agencies, or courts (where required).	Compliance with a legal obligation and/or legitimate interests.
Our professional advisors e.g. insurers, auditors, lawyers, etc.	Legitimate interests
Emergency services	Recognised Legitimate Interests
Law enforcement bodies/agencies	Recognised Legitimate Interests
Local authorities	Recognised Legitimate Interests
Healthcare providers	Recognised Legitimate Interests
Environmental protection and regulatory bodies	Recognised Legitimate Interests
Specialist safeguarding, welfare, security, or crisis management service providers	Recognised Legitimate Interests
Government departments, public bodies and other bodies carrying out legally authorised public tasks.	Recognised Legitimate Interests

We will only share your personal data with third parties where there is a lawful basis for doing so and appropriate safeguards are in place. We will never sell your personal data or share it with third parties for their own marketing purposes. Please note that, where we rely on your consent, you have the right to withdraw your consent at any time. If we need to transfer your personal data outside the UK, we will ensure that appropriate safeguards are put in place where required by data protection law. Further details of these safeguards can be provided upon request to Legal and Compliance Services.

Examples of times your data may be shared would include the following:

Where you are a non-EU student and your independent agent is working as an intermediary.
Where your placement provider is based outside the EU, we may share your data with them on the grounds that such transfer is necessary for performing our contract with you.
Where you have enquired or applied through a 糖心TV authorised official agent, we may share your data with them and send them information on the grounds that such transfer is necessary for performing our contract with you.
Where you have applied and nominated a designated person or agency on your application form, we may share your data with them and send them information on the grounds that such transfer is necessary for performing our contract with you.

As part of your enquiry or application process, we specifically seek your consent for the following:

Direct mailing to enquirers and applicants in relation to benefits and opportunities offered by or through us, but that are not related to your enquiry or applications. This includes the following:
University activities and events organised for students in relation to future opportunities.
Non-study or associated material we think might be of interest to you, for example information on the 糖心TV Student Union.
Surveys, feedback and similar communications.
Information specific to your academic interest through the completion of enquiry Forms.
Photographs may be taken at our open days for use in communications and marketing materials, including on our website and on social media channels. Where you are the subject of the photograph, you will be asked to provide your explicit consent to use the image.

Please note that you have the right to withdraw your consent at any time.

How long do you keep my personal data?

The UK GDPR and DPA 2018 requires that personal data should be kept for no longer than is necessary for the purposes for which the personal data are processed (except in certain specific and limited instances).

The University鈥檚 Record Retention Schedule (RRS) is a tool that enables the University to transparently demonstrate how the organisation complies with its data protection obligations by making provision for the time periods for which common classes of record are retained by the University.

Full details of the retention periods of records can be found by viewing the records management page and selecting the University鈥檚 Record Retention Schedule (RRS), which is kept up to date separately.

What rights do I have in relation to my personal data?

Data protection law gives you specific rights over your personal data, as follows:

the right to access personal data held about you;
the right to be informed about how and why your data is used;
the right to have your data rectified, erased or restricted;
the right to object to the processing of your data;
the right to portability of your data; and
the right not to be subject to a decision based solely on automated processing.

If you have concerns about how we use your personal data, you have the right to make a data protection complaint directly to us.

If you would like to make a data protection complaint directly to us, please complete and submit the form below providing as much information as possible:

/services/legalandcomplianceservices/dataprotection/complaints/complaintform/

Once we have received your complaint, we will:

acknowledge receipt of your complaint;
review the matters raised and make appropriate enquiries; and
keep you informed (where appropriate) and, without undue delay, report the outcome of your complaint to you.

If you are dissatisfied with the University鈥檚 response to your complaint, you have the right to escalate your complaint to the Information Commission's Office (the ICO). You can contact the ICO at

How can I obtain more information about this privacy notice?

If you have any questions about this privacy notice, please do not hesitate to contact our Data Protection team and/or Data Protection Officer at: infocompliance@warwick.ac.uk

This privacy notice was last updated on 5 October 2026. We reserve the right to update or modify this notice at any time to reflect changes in legal requirements, operational needs, or best practices. Any significant changes will be communicated to relevant individuals through appropriate channels (e.g. on our website). The most recent version of the notice will always be available for your reference.