Regent's University London is committed to protecting and respecting your privacy.
This Privacy Notice explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
Any personal information collected will be processed and safeguarded in accordance with the Data Protection Act 2018 which incorporated the General Data Protection Regulation (EU 2016/670) (GDPR).
Regent’s University London is the 'data controller' as defined by the Data Protection Act 2018. Personal information will only be collected and/or processed by Regent’s University London in accordance with the Act.
This Policy is subject to change to meet new legislative requirements, so please check this page occasionally to ensure that you’re happy with any changes.
Any questions regarding this Policy and our privacy practices should be sent by email to email@example.com or in writing to Governance Office, Regent's University London, Inner Circle, Regent's Park, London, NW1 4NS.
Regent's University London is a private non-profit university located in London, United Kingdom. The university has an international student body with students coming from 140 countries overall. The university has its campus in Regent's Park, Central London.
Regent’s University London undertakes to maintain your personal data in secure conditions. Your personal data will be disclosed to staff and agents of the University in order to support our services to you; this is done on a need-to-know basis and all staff are made aware of the procedures they must follow to ensure your data is protected.
We collect personally identifiable information about you through:
The elements of your information that we collect may include:
We also collect information about you and your visit to our website automatically using Cookies.
Please see Appendix 1 for further details of our website usage information that is collected using cookies.
Full details of all the personal information we collect, the purpose for collecting along with the lawful basis for processing can be found in our Record of Processing. Any questions regarding the personal information we collect and the reasons we collect it should be sent by email to firstname.lastname@example.org or in writing to Governance Office, Regent's University London, Inner Circle, Regent's Park, London, NW1 4NS.
When you make an application to join the University we need to know your basic personal data in order to process your application. We will not collect any personal data from you that we do not need in order to provide and oversee this services to you.
Regent’s University London will use your personal information for a number of purposes including the following:
We will never sell, distribute or release your information to third parties unless we are required to do so as part of our statutory reporting duties.
We also use information in aggregate form (so that no individual user is identified by name):
We use technology on the registration, application and enquiry pages of our website, which may record user movements, including page scrolling, mouse clicks and text entered. The data we collect in this way helps us to identify usability issues, to improve the assistance and technical support we can provide to users and is also used for aggregated and statistical reporting purposes.
We would like to send you information about products and services of ours which may be of interest to you. If you have consented to receive marketing, you may opt out at a later date. You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please contact us by email to email@example.com or in writing to Governance Office, Regent's University London, Inner Circle, Regent's Park, London, NW1 4NS.
We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us. We regularly review the retention periods for personal information and we will securely destroy the out of retention information line with our retention and destruction policy.
Our approved retention schedule is available from firstname.lastname@example.org.
Key personal information retention periods are:
Regent’s University London works with third party organisations and we will share personal information with them for the purposes of completing tasks and providing services to you on our behalf (for example to register you with an Awarding Bodies).
We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.
Information about you may be disclosed to other organisations as required by law, for crime prevention or detection purposes, or in order to comply with our obligations as a sponsor of migrants by the Home Office.
Disclosures will also be made by Regent’s University London as outlined below:
a)To sponsors, government agencies and present or potential employers. One such body is the Home Office (for international students) and the Higher Education Statistics Agency (HESA); further information about the uses for which HESA processes personal data can be found on the HESA website at http://www.hesa.ac.uk/collection-notices/;
b) Your contact details may also be passed to statutory reporting bodies and sector agencies such as the Higher Education Funding Council (HEFCE) (or successor bodies such as the Office for Students) for the purpose of administering the national student survey;
c) To Regents University London’s agents for the purpose of administering our own surveys;
d) Sector agencies such as UCAS;
e) Where a programme of study leads to a qualification recognised by a professional body Regent’s University London will disclose relevant information to that body;
f) Statements of student status will be provided on request to Council Tax Registration Officers;
g) To the Student Loans Company;
h) To debt collection agencies acting on behalf of Regent’s University London in the event that you owe money to us;
i) Release of results to former schools/colleges;
j) Students on study visits to partner institutions and placement providers (both UK and abroad);
k) Names will be included in pass lists;
l) Staff secondments and staff mobility;
m) Crime and taxation – the University may share your personal data where this is for the purposes of detecting or preventing crime or taxation purposes (e.g., eligibility for council tax exemptions); and
n) Outsourcing – Regent’s University London outsources some of its processes and provide students’ personal data to third party companies for these purposes.
All the personal data we process is processed by our staff in the UK however for the purposes of IT hosting and maintenance this information is located on servers within the European Union.
We have contractual relationships with selected third party providers to deliver services, and therefore process your personal information on our behalf.
If you have any questions about our third party and the personal information they collect and the reasons they collect it should be sent by email to email@example.com or in writing to Governance Office, Regent's University London, Inner Circle, Regent's Park, London, NW1 4NS.
No third parties have access to your personal data unless we have a contractual relationship with them to deliver services on our behalf, or the law allows them to do so. We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
You have the right to obtain confirmation that your data is being processed lawfully and to access your own personal data. There is no charge for this service unless the request is considered manifestly unfounded or excessive, particularly where it is repetitive. Then Regent's University London may charge a ‘reasonable fee’ which may also apply should further copies of the same information be requested. This fee will be based on the administrative cost of providing the information.
Once your identity has been verified then you will be provided with the information held within one month of the receipt of the request. This period may be extended to a further two months where requests are complex or numerous however you will be informed of this within one month of the request being received with an explanation why an extension is necessary.
The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email to firstname.lastname@example.org or in writing to Governance Office, Regent's University London, Inner Circle, Regent's Park, London, NW1 4NS.
If at any point you believe the information we process on you is incorrect you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we handled your personal data, you can contact us to have the matter investigated. please email to email@example.com or in writing to Governance Office, Regent's University London, Inner Circle, Regent's Park, London, NW1 4NS.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office https://ico.org.uk
If you decide that you no longer wish to attend the University before enrolment/employment has taken place, then you have the right to withdraw your consent for data processing to take place and if request it that your data to be erased. If you wish to exercise this right then please email to firstname.lastname@example.org or in writing to Governance Office, Regent's University London, Inner Circle, Regent's Park, London, NW1 4NS.
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.