- This notice gives information about how we handle your personal information in connection with:
- enquiries you make about Bournemouth University (BU);
- BU events you book a place at, attend or express an interest in; or
- other contact you have with us at the pre-application stage.
Separate information will be provided about the use of your personal data if you make an application to become a student at BU, either directly to BU or through UCAS.
- BU is the data controller of this information. This means that it has the core legal responsibility to safeguard your personal data within this information and ensure it is processed in accordance with data protection laws. At present the law is set out in the Data Protection Act 1998, but from May 2018 new legislation will apply instead (the EU General Data Protection Regulation and a new UK Data Protection Act). In particular BU must:
- Take steps to ensure that the data it processes is accurate and up to date;
- Only process your data for the specific purposes set out below, and only share with third parties as provided for in our privacy notices; and
- Keep your data secure.
How and why we process your data in relation to enquiries and events
- We collect and hold information provided by you in enquiry forms, email communications, telephone calls, event booking forms, event evaluation forms and through your attendance at BU events. We may also obtain information about you in other ways, for example through your attendance at UCAS events or from any agent or representative acting on your behalf: these third parties will have told you about how your data will be shared with BU. Further information relating to you will then be generated through our responses to your enquiries.
- This information is processed by BU staff running the event(s) of interest to you, for the purposes of:
- responding to your enquiries;
- administering your booking and attendance at such events, and managing these events;
- producing statistical analysis about attendance at our events; and
- sending you information likely to be relevant or of interest to you.
It is held within our CRM system or within other electronic database or filing facilities within BU’s IT systems.
- Where we are receiving and responding to your enquiries, the legal basis for processing your information is that it is necessary for legitimate interests pursued by BU, i.e. providing information to increase understanding of BU’s courses and services amongst potential applicants to BU. We will hold your data within our CRM system for a reasonable period so that there is a record of your enquiry and our response, and so that we can respond more effectively to any further enquiries you make.
- Where we are administering your booking and attendance at events the legal basis for processing your information is that it is necessary for legitimate interests pursued by BU, i.e. running events to increase awareness of BU’s courses and what we do and to share knowledge of interest to the public and facilitating your attendance at an event of interest to you. We will hold your data within our systems for a reasonable period so that there is a record of your booking.
- To facilitate efficient booking processes we often use external booking systems such as Eventbrite or Ticketsource to collect your data and administer bookings. Where this is the case, your data will be transmitted through these external systems and the companies providing those systems will give you separate privacy information about how they manage and protect your data while transmitting it. This will include information about whether they will transfer your data outside the European Economic Area in the course of providing their service.
- We often take photographs or films at events that we host, so that we can use them for marketing purposes. These images may be used in one or more of the following ways:
- Prospectuses and other university promotional materials
- As part of an advert or advertisement feature (which includes possible use on outdoor media such as buses and billboards)
- On our website, intranet, or the websites of our partners
- On CDs or DVDs we distribute as part of a marketing campaign
- In non-university publications which our marketing team have approved and authorised.
- If you are attending one of our events and you don't want your image to be used then you can simply opt out. Just let the photographer or a member of our staff know. The photographer will then aim not to take any images of you. You are also advised to try yourself to stay out of any shots or footage being taken, as you may appear in the background in error.
- We carry out analysis of attendance at our events. For example, we may analyse the demographic profile of attendees by reference to postcode or age-range information you have given us. This is to help us ensure that our events are appropriately accessible and work towards increasing participation of particular groups. To carry out this analysis we separate the relevant data fields (e.g. postcode) from the information which identifies you as individuals, and then carry out statistical analysis which does not contain identifiable information. Sometimes we ask a third party organisation (such as the UK Science Festivals Network) to carry out this analysis for us, but we only share non-identifiable information (e.g. postcodes) with them and they are not able to identify individuals from the shared information or the analysis they produce. Again the legal basis for this processing is that it is necessary for legitimate interests pursued by BU, as described above and additionally to widen participation in such events and pursue BU’s duties under the Equality Act 2010.
- With your agreement, we may also use the information you have provided and your contact details to send you further information about BU or events it is delivering or participating in, where we think it will be of interest or assistance to you based on the nature of an enquiry you have already made with BU or an event you have expressed an interest in/attended. This would include information about courses and application processes, events and other BU services or activities. We will only do this on the basis of consent, i.e. where you have indicated your agreement to being contacted in this way. Where you have given this consent, we will hold your contact details and information about your contact preferences in our systems. Your data will also be processed to carry out general analysis of levels of engagement with our communications, but this analysis will not be used as a basis for individual communications to you.
- You can withdraw your consent to receiving this type of communication at any time by contacting the BU Events Team (firstname.lastname@example.org) for communications about events or, for all other communications, the BU Enquiry Team on email@example.com. This will not affect your ability to raise new enquiries with BU or to book places on future events delivered by or involving BU.
- We don’t share this information with third parties.
Retention and your rights as a data subject
- We will retain your personal data only for as long as necessary for the purposes set out above and for any audit or legal purposes.
- Under the data protection laws in force prior to 25 May 2018 you have rights to ask for information about how we process your data and to see the data being processed. From 25 May 2018, under the new data protection laws you will also have a right to ask for rectification/correction of any inaccurate personal data being processed by a data controller, and in certain circumstances you will have the right to ask for processing of your personal data to be restricted or stopped. If you wish to exercise any of these rights, you should contact our Data Protection office on firstname.lastname@example.org.
- If you have any questions or concerns about the data processing described above, again please contact our Data Protection office on email@example.com.
- We will always aim to respond clearly and fully to any concerns you have about our processing and requests to exercise the rights set out above. However, as a data subject if you have concerns about our data processing or consider that we have failed to comply with the data protection legislation then you have the right to lodge a complaint with the data protection regulator, the Information Commissioner:
Online reporting: https://ico.org.uk/concerns/
Tel: 0303 123 1113
Information Commissioner’s Office