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Privacy Notice – Collection and retention of personal information - Marketing and communications

This Privacy Notice explains how Ulster University (University) collects, uses and processes participants’ personal data as a data controller and explains participants’ rights in relation to the personal data that the University processes during and for marketing activities initiated or managed by Ulster University’s marketing and communications professionals.

The University actively seeks to preserve the privacy rights of those individuals that share information with the University. The personal data which you provide to the University will be processed in accordance with UK data protection legislation, specifically UK GDPR and the Data Protection Act 2018.

What is the purpose and legal basis of the processing?

The teams in marketing and communications develop organisational and Faculty-specific marketing and communications plans in support of Ulster University’s overall objectives.

We may ask you to provide, or you may choose to provide, information such as, without limitation, your name, e-mail address, address, phone number, photographs, professional information (e.g., school, college, company, company address, job title, preferred language, university, link to your social media account, etc.), demographic information. Such information may be provided to us at various times, including, without limitation:

  • When you fill in specific forms (online or offline);
  • When you register/sign up for updates on the Ulster University websites/platforms;
  • When you enter prize draws or competitions run by the University;
  • When you register for an event or webinar via the Ulster University website/platform or by contacting us offline;
  • When you download our course prospectus or other information;
  • When you apply to study at Ulster University (either directly or through application partners such as UCAS; and
  • When you request information about or receive services from Ulster University
  • When you contact Ulster University Press Office, if you are a journalist

The following lawful basis that applies to this processing is:

UK GDPR Article 6.1(a) – the data subject has given consent to the processing of their personal data for specific purposes.

The university does not use any special category personal data for marketing purposes.

How the University collects your personal data

The University shall collect data in several different ways, including:

  • When you fill in specific forms (online or offline);
  • When you register/sign up for updates on the Ulster University websites/platforms;
  • When you enter prize draws or competitions run by the University;
  • When you register for an event or webinar via the Ulster University website/platform or by contacting us offline;
  • When you download our course prospectus or other information;
  • When you apply to study at Ulster University (either directly or through application partners such as UCAS); and
  • When you request information about or receive services from Ulster University
  • When you partner with us on student or staff offers
  • When you contact our Press Office
  • Information supplied via secure platform/email from partners including Application Processers and Aggregators or other internal systems including application and student record systems.

Your personal contact data is held securely on Ulster University’s digital engagement platforms such as Gecko and Microsoft 365. There are a limited number of Ulster University staff who can access this data, all of whom have completed data protection training, including refreshers. Where data is not held on these servers, we use systems that are secure, cloud based, and password protected.

Change of Purpose

The University will only use your personal data for the purposes for which it collected in, unless the University reasonable considers that it needs to use the personal data for another reason and that reason is compatible with the original purpose. If the University needs to use your personal data for an unrelated purpose it shall notify you and explain the legal basis for which allows the University to do so.

How long does the University hold your personal data?

Personal data collected during and for marketing activities will be retained for the duration of your engagement with the marketing & communications teams at Ulster University and reasonable period upon its conclusion after which it will be removed in line with our Retention and Disposal Schedule (see below).

The University’s Retention and Disposal Schedule includes guidance on retention and disposal periods.

Categories of personal data processed by the University for marketing and communication purposes

Personal Data

The University may collect, use, store and transfer the following types of personal data as part of this processing:

  • Name
  • Prefix
  • Address
  • Post code
  • Email Address
  • Phone Number
  • Social media handle
  • Current School/College/Workplace
  • Marketing Permission
  • [Please populated and detail all categories of personal data that will be processed]
  • Usage data (e.g. IP addresses, device information, browser type, pages viewed, date and time of your visit). This is statistical data about website users’ browsing actions, patterns and does not identify any individual.
  • Residency/Citizenship
  • Banner ID

Special Category Data

“Special Categories” or particularly sensitive personal information, such as information about your health, racial or ethnic origin, sexual orientation require higher levels of protection.  Ulster University does not collect or use special category personal data in marketing and communications initiatives or campaigns.

Who does the University share your data with for marketing and communication purposes

The University shares personal data with third parties where necessary for the purposes of the processing and where there is a legal basis to do so. Where information is shared with such third parties, the University will seek to share the minimum amount necessary.

Ulster University marketing & communications colleagues use a Content Management System to process personal data and manage communications with data subjects. Your data will be held on a third-party Content Management System (Gecko Engage or CRM Recruit) and you may receive email or SMS communications from either service on behalf of Ulster University using these services.

If you tell us you have specific interests in a course, subject, school, Faculty or other area of the organisation, and give us consent to contact you via email, SMS or phone, we may share your interest with the relevant in-house specialist who can best answer your queries or share information with you via the communications methods stated in your preference. .

International Transfers

Wherever possible, your personal data will be processed within the UK. In some circumstances, it might be necessary to transfer your personal data outside of the UK – for example where we use third party supplier to process data on our behalf. In the event of an international transfer of data, appropriate safeguards will be implemented and processing will be based on documented instructions of Ulster University.

Your rights as a Data Subject

As a University data subject you have the right to:

  • Access and obtain a copy of your personal data on request;
  • Require the University to change incorrect or incomplete personal data;
  • Require the University to delete or remove your personal data, for example where the data is no longer necessary for the purposes of processing.  Note, however that the University may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request;
  • Object to the processing of your personal data where the University is relying on its legitimate interests as a legal ground for processing;
  • Where the University is relying upon consent to process your personal data, you may withdraw your consent at any time; and ask the University to stop processing personal data for a period if the personal data is inaccurate or there is a dispute about whether or not your interests override the University’s legitimate grounds for processing the personal data.

Further information and your right to complain

Further information is available in respect of the University’s practice in respect of data protection and our Data Protection Policy.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request the University transfer a copy of your personal information to another party, please contact the University’s Data Protection Officer,

Eoin Coyle at:

c/o Ulster University, Room J309
Coleraine
BT52 1SA

02871675525

e.coyle2@ulster.ac.uk

If you are not satisfied with how the University is processing your personal data, you can make a complaint to the ICO.  Further information about your data privacy rights are available on the ICO’s website.