International Office Privacy Notice
Respect for the privacy and security of your data is of great importance to the International Office and Edge Hill University. All personal data is held and processed in accordance with the Data Protection Act 1998 and the General Data Protection Act (GDPR).
What information do we collect about you?
We may collect your personal data when you:
- Complete an ‘Enquiry Form’ at a recruitment event
- Make an enquiry by telephone, email or via our website.
We may collect the following personal data:
- Your name
- Contact information, including full postal address, a contact telephone number, email address
- Date of birth
- Your subject area(s)/course(s) of interest and your potential year of entry
- Country of Residence
How do we use the information you provide to us?
Under the GDPR, we do have to meet one of the conditions set out in Article 6 for processing your data. We use the information we collect only in compliance with this Privacy Notice.
In most cases, the processing of your data is necessary for statutory and contractual purposes. We may also need to process the sensitive data you provide to us to ensure your safety and wellbeing. Processing could be necessary to protect the vital interests of the data subject or others. In addition to this, we also need to process some of the data you provide to us to help us comply with legal obligations.
The International Office are keen to communicate our activities, latest news and successes with you and we do this through a range of online and offline channels. In order for us to do this, we hold your data in a Customer Relationship Management (CRM) database. We aim to keep your data up to date, and you are able provide any updates by emailing email@example.com.
Unless you have stated otherwise your data will be used for a full range of communications via your chosen method(s) (including email, SMS, post, telephone). To ensure you receive relevant information we use your data to personalise our communications.
Communications may include:
- Responding to your enquiry
- Sending university publications
- Invitations to future events e.g. recruitment and pre-departure events in your country of residence.
- Relevant course/subject area information
- General university information, including but not exclusive to accommodation and finance.
Who do we share your information with?
We will only share your data with external organisations 1) who are acting as agents for the University or 2) for legislative and compliance purposes. Your data may be stored in Canada outside of the EEA as part of our CRM database.
How long do you keep my information?
We retain personal information that you provide us as long as we consider it potentially useful in contacting you about the University, or as needed to comply with legal obligations.
Your data is used to communicate information relevant to your specified year of entry. Once the year of entry has passed (unless you update this), your sensitive data will be held in the system for reporting/analysis purposes and will be kept for a maximum of 6 years at which point it will be deleted securely. Please note, anonymised statistics may be retained permanently.
Is my personal data secure?
We are committed to the security of the information we hold and in ensuring that only people who need to access the information, are able to do so.
Access to our CRM database is password restricted and only staff members who need access are given the relevant permissions. The data kept within our CRM database is stored securely using a flagship data centre for data storage. Our CRM provider uses industry standards to ensure your data is safe and secure, done via policy, training and technology.
You are able to withdraw your consent or change your preferences at anytime by emailing firstname.lastname@example.org
You have the right to access and be informed what personal data the University holds about you and what it is used for (please refer to the University’s Subject Access Request Form).
We may amend this privacy notice from time to time, any significant changes to this notice or to the way we treat your data will be communicated via the Edge Hill website or by contacting you directly through the appropriate means.
Should you wish to contact anyone regarding your personal data or if you have any concerns about the use or processing of your data, please contact:
Data Protection Office
Edge Hill University
St Helens Road