Student privacy notice

Here at Loughborough University we take the protection of your data and your privacy seriously and this part of our website provides information on what personal data we collect; how and why we collect it; how we store it and for how long we keep it.

We are responsible for managing the personal data for the following groups:

Enquirers
- those who are interested in studying at the University

What personal information do we hold about you?

Loughborough University uses customer relationship management systems to collect, manage and process the personal information of individuals that have expressed an interest in studying at the University, or want to find out more about opportunities to study here.

Typically, we collect this information when you request a prospectus or book to attend a recruitment event (e.g. Open Day).

Alternatively, we sometimes receive data from third parties subscription sites (pages you may visit when you want to find out more about universities), who collect your information when you make an enquiry about Loughborough. Where appropriate, we will add this data to our customer relationship management systems.

Typically, the University collects your name, contact details (including address, email address and phone numbers) and details of what programmes(s) you are interested in. We also collect the details of any mobility or access requirements that you may have provided when booking onto an event.

Why do we collect your information?

We use the data that we collect to

  • Provide the information that you have requested (i.e. send a prospectus or other information to the postal or email address that you provided when you made your enquiry)
  • Make you aware of and invite you to future recruitment events
  • Send you additional information that we think will help you make an informed decision about whether you would like to apply to study here (e.g. updates about the University or further information about the opportunities we offer here).

Who has access to your data at the University?

Access to your data is restricted to University staff that work in student recruitment and manage the processes and events that are associated with this (Open Days etc.).  

Who do we share your data with outside the University?

We do not share enquirers’ personal data with any individuals or organisations outside of the University.

Please note: more information can be found about how we use the data of Enquirers in the additional Student CRM Privacy Notice.

Applicants
- those who have already applied to study at the University

What personal information do we hold about you?

If you are applying for an undergraduate programme, then you will provide personal data to the Universities and Colleges Admissions Service (UCAS). UCAS pass all received applications to Loughborough University in order that we can consider them and decide whether we are able to offer you place to study here.

If you are applying for a further education programme (Art and Design Foundation), postgraduate taught or postgraduate research programme or as a visiting or exchange student, you will do so via our own online application portal. Postgraduate Certificate in Education (PGCE) applications are submitted via the UCAS Teaching Training scheme.

The data that you provide in your application includes your name, contact details, details of your education; your qualifications, any personal statement you submit and supporting information that you give us about yourself (including whether you have any criminal convictions). If you have a disability, then we will also ask you to provide details of this.

Why do we collect your information?

If you decide to make an application to study at Loughborough University, then we will need to collect information from you to enable us to process it and decide whether to offer you a place. Disability and ethnicity information is collected for equal opportunities monitoring purposes. Disability information also enables us to follow up with you promptly regarding any adjustments you may require if we make you an offer of a place. Please see our Admissions Policy for further details.

Once received, the information related to your application is held in the Loughborough University Student Information system.

As an applicant to the University, your information will also be held in our customer relationship management systems. If your application is successful, then we will stay in touch with you; letting you know of any developments, here on campus, which we think you need to be kept informed of ahead of starting your studies, as well as wishing you good luck if you are due to take exams.

Who has access to your data at the University?

Your data is used to judge your eligibility for study here at the University. Your data is accessed and assessed by staff working in relevant administrative roles and by academic staff connected to the programme you have applied to study. It may also be used to make an initial assessment of whether you may be eligible for financial support by the University to enable us to offer you a scholarship or bursary or to invite you to apply for a scholarship or bursary, depending on the funding scheme. Your data will also be used to assess your fees status (UK/EU fees or international fees) on your chosen programme. In addition, it will be used to assess whether we will need to provide you with immigration sponsorship to enable you to study in the UK.

If you subsequently go on to become a student at Loughborough University your data will be treated as set out in the section below regarding students.

Who do we share your data with outside the University?

If you are applying for an undergraduate or teacher training programme, then the University will keep UCAS informed on the progress of your application. This will enable UCAS to communicate with you at relevant stages of the application process.

If you require immigration sponsorship to study in the UK, then the University will share relevant elements of your data with the UK Visas and Immigration (UKVI) division of the Home Office so that we can issue your Certificate of Acceptance of Studies (CAS).

Please note: more information can be found about how we use the data of Enquirers in the additional Student CRM Privacy Notice.

Students
- including those who have temporarily suspended their study

What personal information do we hold about you?

Once you have accepted your place to study at Loughborough University, we will create a full record for you in our Loughborough University Student Information system.

Your initial record is created using the data that we collected when you made your application to us. However, approximately six weeks prior to the start of your programme, we will ask you to register with the University, using our Online Registration system.

Using Online Registration, we will request further information from you that we need to enable you to study here at Loughborough University. This information will include the address that you intend to live at whilst you are in Loughborough and the contact details of a family member (or friend) that we can contact in the event of an emergency. We also ask you to check the details that we have previously collected and let us know if they need updating. In addition to the details above, we ask you to submit a photograph of yourself in order that we can produce your Student ID Card.

If you are an international student, we will take a copy of your visa and passport so that this can also be held on your student record. We are legally obliged to do this by the United Kingdom Visas and Immigration (UKVI) division of the Home Office, as we must make sure that you have the correct paperwork/permission to enable you to study at Loughborough University, here in the UK.

Once you have registered and commenced your programme, we will then continue to collect and process your data in a variety of different ways. In many cases, we have to do this to be able to deliver your programme to you. Further details of this can be found below;

  • Accommodation: Many of our students live either on campus, or in University managed accommodation off campus. We need to process the personal data of those students so that we know which room and building they have been allocated, and, in some cases, to ensure that any additional requirements (e.g. mobility) are catered for (in some cases this involves sharing information with externally managed providers of accommodation).  
  • Module Registrations: We keep a record of the modules you have chosen. We use this information to create your teaching and examination timetables.
  • Placement information: Many of our students undertake a placement as part of their programme. In these instances, we will keep a record of where your placement is based (in some cases, if you are a Tier 4 sponsored student, this information may need to be shared with the UKVI).
  • Assessment Marks: We keep a record of the marks that you achieve in each of your assessment components. We use this information to calculate your final degree mark and will verify this information (upon request) to organisations such as employers or other education providers after you have graduated.
  • Programme Administration: There may be occasions when we need to collect information from you to make a change to your student record (i.e. programme transfer, reassessment registration). This will be done either via an online process or by completing a paper form. This information will be shared with those individuals that need to process the change and ensure that your student record is up to date.   
  • Registers of attendance: We keep a digital record of your attendance at timetabled teaching sessions. The information is collected using a mobile app which generates reports that can be accessed by staff in your School and the Academic Registry. We use this data to confirm your attendance with; the Student Loans Company (if you have borrowed money for either maintenance or tuition fees), or, the UKVI if you are studying in the UK under the conditions of a Tier 4 Visa. We also use this information to ensure that students are engaged with their programmes and may contact them if we are concerned that they are not attending enough teaching sessions.
  • The University uses a data collection tool to keep a record of the day to day contact that you have with the staff in your School. This will include details of your attendance (see above), any meetings that you may have had with your tutor, or, other information that your School feels would be useful for future reference when supporting you with your studies.  
  • Disability data: If you declare a disability (either at the time you make an application to study here, or at the point of registration), then we will process this data in order that the University can put in place any additional support that you might need (i.e. accessibility to buildings, extra time in examinations etc.). This is sensitive information, and we control it so that only the staff that need to be aware of it can access it.
  • Billing information: We maintain a record of the financial transactions that you have with the University in a separate database. We use this to record payments that you (and in some case third parties) have made for items such as your tuition fees, or your accommodation fees. This information will often contain payment details and is kept securely on the University network.  

If you are an undergraduate student, you will be asked to complete Online Re-Registration before the start of each subsequent academic year of your study. This is an opportunity for you to check the accuracy of details that we hold on you and let us know of any changes (e.g. new term-time address).

On some occasions, the University will ask for your permission to do additional processing to your data. This will be when we think, that by doing, so we can improve your experience of studying at Loughborough University. An example of this might be when the Careers Network want to notify you of a specific set of job recruitment opportunities. You will be able to let us know if you want this processing to stop.

Who has access to your data at the University?

Access to your data is restricted to University staff that work in student administrative roles. In certain cases, staff in specific sections of the University (i.e. Accommodation Office) will be given access to your data to provide a service to you (i.e. process a request for accommodation).

There are other key support services that require access to your data in order to ensure that any additional support that you require is in place whilst you are studying at Loughborough.  

Who do we share your data with outside the University?

Where we have a legal obligation to do so, we will share your personal data with the following organisations;

  • Statistical returns: The University provides current student data for statistical returns to organisations such as the Higher Education Statistics Agency. This is to enable government agencies to monitor the impact of higher education.
  • Charnwood Borough Council: The University shares current student data with Charnwood Borough Council in order that they can maintain accurate council tax and electoral register records. This ensures that you are correctly billed for Council Tax (which, in some cases, involves a complete exemption) and that you can vote when there are elections.
  • Student Loans Company (and other student finance providers): The University confirms the details of student attendance to organisations that provide finance to students. In most cases, your funding will not be released to you until your attendance has been confirmed.

We appreciate that, on occasion, you might like us to discuss your personal information with someone else (a parent, partner etc.). We will only do this if we have checked with you first, and we would ask your permission to do this on a case by case basis.

In some cases, the University will ask for your permission to share your data with other organisations. This is likely to be in those instances when we think you would benefit from us doing so (i.e. a company might want to tell you about career, or sponsorship opportunities).

If you are a Degree Apprentice, studying with us, the personal information you provided to the University is passed to the Education and Skills Funding Agency, the Higher Education Statistics Authority and the relevant Apprenticeship Assessment Organisation, for the purpose of generating national statistics, tracking your progress, confirming your eligibility for funding, or for processing your End Point Assessment. We use your information for reporting functions where we have your consent to do so and where there is a legal obligation to do so.

Loughborough Students’ Union (LSU)

It is important that we draw your attention to our relationship with LSU. It is important to understand that Loughborough University and LSU are separate legal entities.   The University and the Loughborough Students’ Union do work very closely together and so do share data.  To further protect your privacy, these two organisations have written a Data Sharing Agreement which helps us manage the data sharing in a safe, proportionate and effective manner.

The data sharing by the University with the LSU takes place by the University providing a daily data feed to LSU which contains the personal data of students registered at the University. This facilitates such things as evening entry to the Union building (via your Student ID Card) and paying membership fees for the clubs and societies that are administered by LSU.

We ask your permission to include your personal details on this feed as part of the registration and re-registration process and will only share them with LSU if you have given us explicit consent to do so. You can withdraw your consent for this at any time by amending your data preferences at the Self-Service portal.

Please note: If you do access additional services, in connection with your health, well-being and safety, whilst at the University you will find more information about we use your data in our additional Student Services Privacy Notice.

Alumni
- former students

What personal information do we hold about you?

Once you have completed your studies and graduated, the University will move your personal data into a separate database and, if you give us your permission, we will use this information so that we can remain in contact with you. If you would prefer us not to contact you, then we will update your record so that you don’t receive any communications.

At the beginning of your final year of study, as part of the online Re-Registration process, we will ask you if you are happy for the University to continue to contact you after you have graduated. We will ask you this question again, just before you graduate.

We move your data into a secure database, which, if you have given us consent to do so, we then use to enable us to send you a range of communications (i.e. invitations to reunions, or updates on what is happening on campus). We stay in touch by email, telephone and via the post.

We will ask you to check and update your details on a regular basis, and, if you decide that you no longer want to hear from us, then we will remove your details from our mailing lists. Alternatively, you may only want to stop receiving certain types of communications, and, if this is the case, we will update your record to reflect this.

We sometimes contact our alumni to inform them of our fundraising activities. On these occasions we may target our communications so that you don’t receive anything that we think will not be of any interest to you. Likewise, we may use publicly available information from other sources to perform due diligence if you are looking to donate to the University.

Who has access to your data at the University?

Access to your data is given to University staff that work inthe Alumni Office or oversee alumni related activities. We sometimes also provide access to staff and individuals that administer recognised alumni societies and clubs associated with the University.

Who do we share your data with outside the University?

In addition to our alumni activities, the University also processes former student data to provide statistical information to organisations such as the Higher Education Statistics Agency (HESA). The University is legally obliged to share this information and does so in order that HESA can complete statistical analysis of what people do once they have left University.

Please note: more information can be found about how we use the data of Alumni can be found in our additional Alumni Privacy Notice.

General

Loughborough University does not sell your data to third parties or other organisations.

From time to time, Loughborough University will use your personal data to conduct analysis that will enable us to provide management information which we will use to monitor and evaluate what we do here at Loughborough University.

Who can I contact?

If you have a general question about how student and student related data is used, please do contact us. You can contact Mr Chris Carpenter, Senior Assistant Registrar C.J.Carpenter@lboro.ac.uk. Please also contact this email if you have a concern or complaint about how your data is being handled.

Complaints about Data Protection

If you have taken steps to have a concern or complaint about Loughborough University’s handling of data resolved but are still not satisfied you have a right to lodge a complaint with the Information Commissioner’s Office (ico), who are the relevant regulator for data privacy and protection matters.  The ico can be contacted at:

Wycliffe House, 
Water Lane, 
Wilmslow, 
SK9 5AF

and your will find more information at https://ico.org.uk.

Updates to this policy

This section was last updated in May 2018.  It is reviewed as necessary.  If there are significant changes in the processing of your personal data which will impact you, we will act to inform you directly.