Student privacy notice

What personal information we hold about you and what we use it for

We collect the following information from individuals that have expressed an interest in studying at the University, or want to find out more about opportunities to study here (e.g., request a prospectus, book to attend a recruitment event such as an open day), and send 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):

• Name and contact information (including address, email address, and phone numbers)
• Details of what programme(s) of study you are interested in

We also collect and use certain sensitive special category information you provide when booking an event, when managing health and safety incidents if you visit campus, or for handling specific enquiries.  This information is subject to additional protection due to its sensitive nature:

• Health Information (including any mobility or access requirements you provide).

Lawful bases

Our lawful bases for collecting or using personal information for handling enquiries are:

• Consent or explicit consent (where appropriate)
• Legitimate Interest 

Where we get personal information from

• Directly from you
• Third-party subscription sites (pages you may visit when you want to find out more about universities), they collect your information when you make an enquiry about Loughborough University

Who do we share information with

With your consent, we may share your information with third parties for the purpose of targeted communications about what the University has to offer prospective students.

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

What personal information we hold about you and what we use it for

We collect the following information from individuals who apply for an undergraduate programme, or a Post Graduate Certificate in Education (PGCE), a postgraduate taught programme, postgraduate research programme, or further education programme (Art and Design Foundation) as well as visiting/temporary students, and exchange students. 

We use this information to assess your eligibility for study, UK immigration status, tuition fee classification, potential financial support, or to pass your details to OnCampus (our partner college for potentially enrolling on foundation or pre-Master’s pathway programmes, where relevant). We may use your personal data for monitoring equity and diversity, safeguarding purposes, and to help us to put in place necessary support.  If your application is successful, we will keep you informed of important updates, taking into consideration your communication preferences.

The data that you provide during the application process may include:

• Name and contact information including permanent residency address, email address, and phone numbers
• Date of birth
• Communication preferences 
• Gender
• Legal Sex
• Nationality
• Educational details
• Qualifications 
• Work experience
• Course choices
• Parent or guardian’s educational and occupational background
• A personal statement to support your application
• References written by others to support your application
• Contextual information provided during application process

If you apply and live outside the European Union, we may collect:

• Visa information
• Passport information
• Information about your residency patterns

We also collect or use the following sensitive special category information for handling applications and monitoring our performance against equity and diversity statutory duties:

• Whether you are ‘care experienced’
• Legal Sex
• Gender
• Health and wellbeing information (including Special Educational Needs and Disability or additional support information) 
• Any details of Criminal convictions 
• Racial or ethnic origin  
• Religious or philosophical beliefs 

Lawful bases

Our lawful bases for collecting or using personal information for handling applications to study are: 

• Public Task/Substantial Public Interest 
• Consent 
• Legitimate Interests 
• Legal obligation 

Where we get personal information from

• Directly from you
• We receive applications for undergraduate programmes and Post Graduate Certificate in Education (PGCE), through the Universities and Colleges Admissions Service (UCAS)
• Third parties who submit applications on your behalf

Who we share information with

Others we share personal information with:

• UCAS (if you have applied for an undergraduate programme), so they can update you on your application progress
• Department for Education (DfE) if you have applied for a teaching training programme, so they can update you on your application progress
• UK Research and Innovation (UKRI) (if you have applied for a UKRI funded research studentship), so we can provide aggregated statistics annually for monitoring purposes
• Individuals nominated by you, such as a parent, teacher, agent, may receive updates on your application progress if you have given us permission to share this information
• Where appropriate, our partner institution, OnCampus, to provide information on foundation or pre-Master’s pathway programmes as an alternative route to entry to Loughborough University.
• The Home Office (UK Visas and Immigration (UKVI) division) if applicable, so we can issue your Confirmation of Acceptance for Studies (CAS).
• Selected third parties for the purpose of targeted communications about what the University has to offer prospective students, with your consent.

What personal information we hold about you and what we use it for

Once you accept your place at Loughborough University, we create a student record using your application data.  We will continue to collect and process your data in a variety of different ways. To deliver your programme and provide you with support while you are here. To do this we may collect and process the following information about you:

• ID and contact information: such as name, date of birth, age, gender, term time and correspondence addresses, email address, and phone numbers
• Contact information of family and friends (Trusted contacts)
• Photographs/video and audio recordings (in promotional materials, recorded assessments etc.)
• Identification numbers, such as University student ID number, HESA ID number, National Insurance Number (or other tax identification number)
• Data on University resources you access, such as library services, IT networks, websites, academic apps
• Previous educational institutions and qualifications
• Academic and/or professional references (where required)
• Nationality and country of domicile
• Bank or credit card/debit card details, billing information
• Records of contact we have with you. Such as personal academic tutor or supervisor meeting notes, email correspondence with staff
• Work placement or work experience
• Financial support including funding sources
• Evidence of the Right to Study in the UK, including passport and visa details
• Attendance and engagement data 
• Coursework submissions and examination scripts, marks and grades
• Disclosure and Barring Service information
• Information concerning behavioural concerns, disciplinary investigations/action, academic misconduct and complaints (made by you or made against you)

We also collect or use the following sensitive special category information (provided by you): 

• Racial or ethnic origin data, religious or philosophical beliefs, data concerning health (physical or mental, and disability), data concerning your sexual orientation
• Care leaver/ whether you are ‘care experienced’.
• Certain criminal convictions

What we use your data for

Further details about the purposes we may use your data for, can be found below:

• University Registration/ Re-registration: Before your programme starts, and at the start of each academic year, you will register, or re-register online, checking the accuracy of details we have previously collected, and providing additional information we need to support your studies here at Loughborough University.
• Module Registrations: We keep a record of the modules you are studying including option choices. We use this information to create your teaching and examination timetables and to deliver your teaching and assessment. We may also use this data for statistical analysis and quality management.
• Placement information: Where you undertake a placement as part of your programme, we will keep a record of where your placement is based (in some cases, if you are a sponsored student, this information may need to be shared with the UKVI).
• Assessment Marks: We record your assessment marks to calculate your final degree mark and verify this information (upon request) to organisations such as employers or other education providers after you have graduated. We may also use this data for statistical analysis and quality management.
• Programme Administration: We may need to collect information from you to make a change to your student record (i.e. programme transfer, reassessment registration).
• Registers of attendance: We keep a digital record of your physical attendance at timetabled teaching sessions.  We also record information about your usage of digital systems such as Learn (the University’s virtual learning environment) and Library facilities. We use this data to confirm your attendance to the Student Loans Company or the UKVI (if you are studying in the UK under the conditions of a Student Visa), for health and safety purposes and to ensure you are engaged with your programme of study.  We may contact you if we are concerned that you are not participating in enough teaching sessions and/or if we have concerns about your well-being.
• Day-to-day contact: Contact that you have with the staff in your School and some University services. This includes details of your attendance, meetings with staff, and any other relevant information that may assist in supporting your studies.
• Accommodation details (home and term time addresses): So, we know where you are living for communication, support and statutory data purposes (including visa sponsorship). If you are living in university provided accommodation this information enables us to know which room and building you 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).  
• Billing information: We record financial transactions, including tuition and accommodation fees that you (and in some case third parties) have made. This information will often contain payment details and is kept secure.  
• Monitoring Equity and Diversity Objectives: We use this special category data, where there is a substantial public interest, to assess our performance under the Equality Act 2010 and for sector-wide analysis, when used for this purpose, the data does not inform decisions about you. Where lawful, we may use special category data to send targeted communications that support equity and diversity. 
• Targeted communications about services and opportunities: To inform individuals about relevant opportunities, groups and services that may be of interest, such as careers information, placements, health and well-being resources, and support or networking groups.  This may be done under the lawful basis of either consent or public task, depending on which is appropriate.
• Support Services: Provision and administration of university support services such as study support, access to library services, advice, and health and wellbeing. To ensure students receive accurate guidance and appropriate arrangements to support their academic success. 
• Safeguarding information: To protect individuals at risk, we may share relevant personal data, including yours or others’, with third parties such as healthcare providers, social services, or the police.  If you provide information about someone else, we will handle it in line with data protection standards.  Where safe and appropriate, you should inform the person you are sharing their data.
• Legal Purposes: We process your data (including special category information) where necessary for substantial public interests, for legal claims, or to protect vital interests. To ensure we meet our legal responsibilities and safeguard your rights and wellbeing.
• Disability and Well-being data: If you declare a disability,  long term health condition or well-being issue at any time, then we process this data to provide the necessary support, for example reasonable adjustments such as access to buildings, or extra exam time.  Access to this sensitive information is restricted to relevant staff only.
• Health and Safety Incidents: to manage incidents, including statutory reporting requirements.
• Network Security: To monitor network use to protect the security and integrity of University IT systems and communications.
• Disciplinary, misconduct and complaints: If you are subject to a student disciplinary process or academic misconduct allegation, make a complaint, or submit an academic appeal, we will process your personal data as required to complete the relevant procedures.  It may be necessary to process your special category data in line with our legal obligations.
• Dispute Resolution: If you ask us to help in an issue such as a dispute involving third parties, we may need to share your personal data with those individuals. If you do not agree to this, we may be unable to proceed with our case.
• Service Improvement: To conduct internal research, completion of surveys, and support analysis and reporting that helps the University, monitor, evaluate, and improve its services.  It may involve some data matching using non-special category data, all outputs are non-identifiable.
• Academic Research Purposes: The University may use your personal data for academic research to advance education, learning and research for public benefit.  This data will be de-identified and used only by Loughborough University with ethical approval.
• Bulk SMS (Text Messaging): The University may, in very limited circumstances, send bulk SMS (text) messages for important updates, such as health and safety alerts, service disruption, emergency or public information message, with approval from the Chief Operating Officer. These messages will not be used for marketing purposes.
• Additional processing with your consent: With your permission, we may process your personal data to enhance your experience at Loughborough University. For example, the Careers Network may notify you about job opportunities.
• Operation of CCTV: The University operates CCTV and sometimes body-worn cameras (worn by security staff) to protect its property and assets, and to ensure the safety of students, staff, and visitors.   
• Competitions, awards, and recognition: To conduct competitions and recognition schemes, making awards and giving prizes. 

Lawful bases

Our lawful bases for collecting or using personal information to deliver your programme and provide you with support while you are here are: 

• Public Task/Substantial Public Interest 
• Consent 
• Legitimate Interests 
• Legal obligation 
• Performance of a Contract 
• Vital Interests 

Where we get personal information from

• Directly from you
• Our academic, administrative, and support staff
• OnCampus, for progression to Loughborough University
• Employment or study placement providers
• Your employer if you are an apprentice
• External examiners
• UKVI
• External accommodation providers
• Charnwood Borough Council
• The Student Loan Company
• Government agencies and official bodies such as HESA, OfA, HMRC (only upon request and there is a lawful basis)
• Social Services, healthcare providers, and the Police (where there is an appropriate lawful basis and upon request)
• We receive applications for undergraduate programmes through the Universities and Colleges Admissions Service (UCAS)
• We receive applications for Post Graduate Certificate in Education (PGCE) programmes via the relevant Department for Education system

Who do we share information with

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

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

• Higher Education Statistics Agency (HESA): To receive student data from the University for statutory reporting, enabling government bodies to monitor the impact of higher education.
• Office of the Independent Adjudicator (OIA): The University will share personal data where it is required to respond to a complaint made to the OIA.
• Charnwood Borough Council: To receive student data from the University to maintain accurate Council Tax and electoral register records, ensuring correct billing (including exemptions and voting eligibility. 
• Emergency services: To receive student information from the University where there are serious concerns about safety, safeguarding, or criminal activity.  This includes fulfilling legal duties under Safeguarding and Prevent, and sharing will only occur where legally required and there is a legal basis to do so.
• External Accommodation Providers: To support you in finding safe and appropriate accommodation.
• External organisations delivering student surveys (e.g. the National Student Survey) 
• Internal or external auditors: The University may share student data with its internal or external auditors to allow them to review compliance with regulations and to ensure our effective operations.
• Insurers: The University may share student data with its insurers for the purpose of risk mitigation, obtaining insurance cover, maintaining, and administering that cover and processing any claims that arise as a result.
• 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.
• UK Visas and Immigration (UKVI): To receive information on student enrolment and attendance and changes in student circumstances for students studying at the University, if they are in receipt of a student visa. 
• Studentship Funding Bodies: UKRI and other research funding organisations receive anonymised student data from the University for annual equity, diversity, and inclusion monitoring, it may include anonymised special category data.
• Department for Education (DfE) and Relevant Apprenticeship Assessment Organisation: The DfE receives degree apprentice data from the University for funding eligibility, tracking progress, national statistics, and the End Point Assessment Organisation for your apprenticeship will also receive information to enable your eligibility for the apprenticeship award to be assessed and managed, where legally required or with your consent.
• Department for Education (DfE) and University of the Arts for the Art and Design Foundation programme: The DfE receives Foundation student data from the University for funding eligibility, tracking progress, national statistics, and the University of the Arts will also receive information to enable it to assess your work for the award of your qualification under its validation partnership with the University.
• Placement providers: to receive or share relevant student data to support and manage a placement, study exchange, or visits, to ensure appropriate supervision, and meet legal or professional requirements.
• Future employers: If we are asked to provide a reference or to confirm academic achievement.
• Individuals nominated by you: When you would like us to discuss your personal information with someone else, such as a parent, partner, or close friend.   We will only do so, where you have given us advance permission and where we judge that there is the clear legal reason, or where it is a vital interest to do so. 
• Loughborough Students’ Union (LSU): To receive student data from the University (with your explicit consent) to support services such as club membership and building access. The LSU and the University are separate legal entities.  You may withdraw your consent at any time using Self-Service portal.

Lawful bases and your data protection rights

• Public Task/Substantial Public Interest – It is necessary to collect or use your information so we can comply with the law.  All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Consent – We have permission from you after we gave you all the relevant information.  All of your data protection rights may apply, except the right to object.  You have the right to withdraw your consent at any time.  You can ask us to stop processing your personal data at any time by emailing the Data Protection: dp@lboro.ac.uk
• Legitimate Interests – We’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone.  All of your data protection rights may apply, except the right to portability.  You can ask us to stop processing your personal data at any time by emailing the Data Protection: dp@lboro.ac.uk
• Legal obligation – It is necessary to collect or use your information so we can comply with the law.  All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Performance of a Contract – It is necessary to collect or use your information so we can enter into or carry out a contract with you.  All your data protection rights may apply except the right to object.
• Vital Interests – Collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk.  All of your data protection rights may apply, except the right to object and the right to portability.