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Data Privacy Notice – Applications & Enquiries to Online Programmes

As Data Controller Keele University is committed to looking after your data.

This ancillary privacy notice details the specific data processing activities which Higher Ed Partners UK (HEP), as Data Processor acting on behalf of Keele, will undertake in relation to any applications and enquiries in relation to our online programmes. This Privacy Notice should be read in conjunction with other privacy information which you can find at:

Data Protection Principles

We will comply with data protection law. This says that the personal information we hold about you must be:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told you about.
  6. Kept securely.

How is your personal information collected?

We will collect data directly from you in a variety of ways, for example online, by telephone or email.

Types of categories of personal data to be processed

  • Name
  • Address
  • Gender
  • Email address
  • Telephone number
  • Nationality
  • Country of residence
  • Date of birth
  • IP Address
  • Educational records and qualifications, including higher and further education institutions attended, dates of attendance, degree programme titles, subjects and grades
  • School type
  • Higher and further education transcripts and certificates
  • Work history – including employer, job title, responsibilities, location and dates in role
  • Membership of professional or industry associations
  • Language spoken

This data is processed on the basis of the following condition:

Enquirers: As a key part of our core tasks as a university offering public access to higher education.
Applicants: In performance of the contract we have entered into with you.

Where you choose to provide the following categories of sensitive personal data:

  • Race
  • Ethnic origin
  • Health data
  • Religion
  • Sexual orientation

This data is processed on the additional condition of: Substantial public interest – where it is required in the public interest, such as where we are complying with our legal obligations, for equal opportunities monitoring, for preventing or detecting unlawful acts, protecting the public against dishonesty, preventing fraud, counselling, or the provision of insurance.

How we will use information about you

We will use the information to recruit and enrol students and facilitate student support during the application process.
We will also use this information to send you marketing emails with information about the services available where you have opted into this.

In order to improve services, automated processes are used to analyse user preferences relating to use of digital content.

Data Sharing

The above personal data will be shared with HEP who are acting on the University’s behalf to deliver student support and associated communications.
Data may also be shared with UK NARIC for the purpose of verifying academic documents.

We require third parties to respect the security of your data and to treat it in accordance with the law. Transfer of your personal information outside the EU may occur. In this event, you can expect a European Commission approved adequate level of protection in respect of your personal information.

Data Retention Period

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
We will keep records documenting the handling of applications for admission, if successful, for the duration of your student relationship + 6 years.
We will keep records documenting any enquiry that you make for the current academic year + 1 year.

Your Rights

You have a number of rights with regards to how we process your information including access, correction and restriction.

Full details of these rights and how to exercise them can be found at

Data Protection Officer

We have appointed a Data Protection Officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

DPO contact details:
ICO contact details:

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

LAST UPDATED: 10/07/2020

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