Introduction
This Privacy Notice is intended for those who receive accommodation services provided by the University. This includes:
- Current Students
- Student applicants with a firm offer
- Guarantors
- Conference and event organisers and attendees.
It explains how your personal data will be used and should be read together with the University's General Privacy Notice.
How we get your personal data?
We get your personal data from the following sources
- Directly from you e.g., when you complete the online application or registration form
- Conference organisers
What Personal Data Do We Process?
We collect the following information depending on our relationship with you:
Students
- Name, address, contact details
- Date of birth
- Gender
- Nationality
- Country of domicile
- Ethnicity
- Disability and/or medical condition impacting your accommodation
- Data relating to the course studied
- Data relating to applying for accommodation including the cost
Guarantors
- Name and email address
- Proof of ID and address supplied by the guarantor
- Relationship to applicant or student
Conference attendees
- Name, address, contact details
- Invoicing details
- Nationality (for guests who are not British)
- Health data e.g., disability and food allergies
How we process your personal data?
We use your personal data for the reasons listed below:
- To enable you make an application for accommodation
- To help us assess which accommodation will be suitable for you
- To allocate you a suitable room based on your preferences
- To send you communication about the accommodation
- To charge you for your accommodation
- To manage your stay in our accommodation
We will only use Sensitive Personal Data or Special Category Data with your explicit consent, except in limited, exceptional circumstances permitted by Data Protection legislation (for example, to protect the welfare of yourself or others)
Lawful basis for processing your personal data
The lawful basis we rely on for processing your personal data are:
- It is necessary for the performance of our contractual obligations with you in this case the accommodation contract.
- It is necessary to protect your or someone else’s vital interests e.g., if we need to respond in an emergency.
- It is necessary for our, or a third party’s legitimate interests, only if we know you expect us to do so or tell you we will be using your information in this way.
- It is necessary to fulfil our legal obligations e.g., Health and Safety requirements.
We use your “special categories” of personal information about your ethnic origin, health or disability because you have given us consent or it is necessary for:
- Equal opportunities monitoring
- Substantial public interests e.g., offer any reasonable support or room allocation, or to manage emergency situations.
Who will your personal data be shared with?
Where you have applied to live at Denton Holme Student Village the details provided in your accommodation application will be shared with the Management Company to establish your contract with them.
We also share your personal data with external organisations who act as ‘data processors’ who provide services on our behalf. The data processor will process this data only for purposes we specify. Some of this data may be processed outside the UK. Where data is passed outside the UK or EEA, we will take the relevant steps to ensure there is adequate protection in place.
To manage your accommodation we use StarRez. Limited information will be shared with our payment providers to enable online payments and our security providers to ensure security in emergency situations.
How long will we keep your personal data?
This will depend on your interaction with us.
- Data of student applicants who do not take up the offer of a place at the University will be deleted 6 months after the course begins.
- Data of students who do not interact with the accommodation services will be deleted 6 months after the course ends.
- Data of students who interact with the accommodation services and conference attendees will be retained for seven years after the end of the contract.
Your Rights
Details about your rights them on the Data Protection webpage. There is also information about how we keep your personal data secure and how to ask questions or complain about the way your data is being handled.