Lancaster University Offer Holder Support Privacy Notice
This privacy notice explains how we will collect, use and protect your personal data when providing support with your costs for offer holder event attendance.
The Notice applies to prospective students who hold a contextual offer and wish to claim travel expenses or an associated reimbursement for attendance at a Lancaster University Offer Holder Event (OHE).
The forms mentioned within this notice can be found below:
The University will process your personal data in accordance with the General Data Protection Regulations (GDPR).
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We collect personal information from you such as your contact details, UCAS ID, home postcode and method of travel as part of the funding/reimbursement process.
In the course of the process of providing your travel funding or cost reimbursment, we may also collect further information about you including:
Your accompanying guest names and contact details;
Your bank or financial payment details.
There are a number of collection points to obtain your information:
Directly when you register an interest in claiming support with travel or accommodation costs;
Directly when you complete a reimbursement request form;
Directly from you when we confirm details of your travel arrangements or accommodation needs;
Directly from you, or nominated parent/guardian, when processing a reimbursement form;
From your UCAS application in order to confirm your eligibility (holding a contextual offer);
From your attendance at an offer holder event.
Our IT infrastructure collects information for the purposes of systems administration, this information is required to provide you with digital services, and to audit the use of our systems. We only use this information to identify individuals in situations affecting the security of systems or university data or where it is necessary to enforce compliance with the University's terms of use.
We will only use your personal data where legally permitted and where it is necessary for our legitimate interests, and your interests and rights do not override those interests, or where we need to comply with legal or regulatory obligations. The lawful basis for collecting your personal data is: Article 6(f) of the GDPR – legitimate interest.
We use your personal data to process your request for travel support or reimbursement and contact you in order to facilitate this. Your information will also be used for the monitoring and evaluation of Lancaster's travel support package for contextual offers.
We will share your information with university staff when there is a justifiable operational need so that we can provide you with appropriate support in processing the support. This may include the sharing of special category, personal data and could include university staff working in locations outside of the EU.
The University may share your personal data with a number of different organisations including:
Banks or financial providers;
Travel companies (train tickets);
Accommodation providers.
The University will ensure that the sharing of data is in line with General Data Protection Regulations (GDPR). In many cases, the University does not need to seek your consent to share this information. In particular, when there is a legal or statutory obligation to provide the information or where it is necessary for our legitimate interests, and your interests and fundamental rights do not override those interests.
Sometimes we may need to share your personal data with other organisations based within or outside the European Union (EU).
When it is necessary to share your data with organisations outside of the European Union, we will ensure that there are appropriate safeguards in place, thereby offering a comparable level of protection for your data as within the EEA.
The University has robust Information Security policies in place to protect your information. All staff in the University have a responsibility to make sure that your data is handled securely.
Your record of remibursment or travel support will be retained for a maximum of 1 year, and only as long as is necessary.
For further information, please refer to the University’s retention schedule.
If you are not accepted or eligible for support or decide not to complete the process, we will delete all identifiable information we hold about you by the end of the academic year. We will only retain a record of the number of requests received.
You have the following rights regarding your personal data:
To have access to your personal data. For further information, see the Subject Access page;
To have inaccurate or incomplete personal data amended;
To have your personal data deleted. This will only apply when there is no legitimate reason for the University to continue to use your personal data;
To restrict the use of your personal data;
To request personal information in a digital form so that you can provide this to other organisations;
To object to automated decision making and profiling;
To object to the processing of your data using HEAT;
To withdraw consent when we have used consent as the basis for using your information.
If you wish to exercise your rights, you are first advised to read this information as there are some exceptions to using your rights. For example, it is a statutory duty for the University to send some of your information to HESA each year. In this case, you could not apply to restrict this use of your information.
Any requests to exercise your rights over your personal data should be made to the University’s designated Data Protection Officer.
You are required to read this Privacy Notice when it is presented to you during your support/reimbursement request. It is important that you do this so you understand how we use your personal information and your rights.
Please assist the University in keeping your record up to date e.g. phone number/address. This can be done by contacting: outreach@lancaster.ac.uk.
Lancaster University’s designated Data Protection Officer is:
Please contact Mike if you have any concerns or complaints about this Notice, or about the way your personal data is being used.
Lancaster University is the Data Controller for the personal data that it holds about you. The University’s contact details are:
Lancaster University, Bailrigg, Lancaster LA1 4YW United Kingdom
If you are not happy with the way the University has handled your concern or complaint, then you may submit a complaint to the Information Commissioner’s Office.
This Notice has been developed to be compliant with the General Data Protection Regulations (GDPR). This Notice is regularly reviewed and updated. It is important that you check for updates to this Notice. If we make significant changes we will contact you to inform you of this. This notice was most recently updated in March 2023.
