Student Recruitment Privacy Notice
Information you need to know:
The Student Recruitment Team is part of Liverpool John Moores University. See further information on the institution.
This information applies to anyone who has enquired about one of our courses or if you have registered to visit us on an Open Day or other event. If you enrol and become a student, we will collect further information which is explained in our Student Privacy Notice.
Liverpool John Moores University is the Data Controller.
Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.
LJMU takes your privacy very seriously. This privacy notice explains how we use your personal information and your rights regarding that information. We are committed to being transparent about how we collect and use your data and to meeting our data protection obligations.
What information are we collecting?
We collect your contact details, geographical information and information on your interests that relate to courses and events or recruitment activities on or off campus.
Why are we collecting your data and what is the legal basis for this?
LJMU will collect personal data from you for several reasons, and will at all times do so in compliance with the principles of the GDPR and for one of the legal basis set out in Article 6 of the Regulation.
Where you have submitted an enquiry or registered for a Student Recruitment event your personal data will be processed in terms of Article 6(1)(b) of the GDPR as it is necessary for the performance of a contract or in order to take steps at your request prior to entering into a contract (i.e. our responsibility to provide you with the information requested or administer your attendance at an event you have registered for).
Sometimes we will use your data on the basis of our legitimate interests, for example, for market analysis to improve our services. Where we do this we will only do so because we believe our interests are not overridden by any harm to your data protection rights.
Where you have given permission for us to contact you about further events or services your data will be processed under your consent as per Article 6(1)(a) of the GDPR.
We will only email you about our events and services or call TPS (telephone preference service) registered numbers, if we have your express consent to do so. We may send you post, unless you have asked us not to.
You can withdraw your consent/opt-out of being contacted by the University for the purposes above at any time by sending an email to the Course Enquiries Team at firstname.lastname@example.org. We will also provide opt-out options in all communications we send to you.
Where you have given us consent to do so, we will use the details you have provided to contact you by post, email, SMS or telephone regarding:
- an enquiry you have made about studying at LJMU
- to provide information about relevant courses and/or to provide you with a prospectus or university magazine
- the promotion of our recruitment Open Days
- the promotion of other recruitment initiatives either, on-campus, online, on-location
Who has access to this data?
Your information will only be accessed by Liverpool John Moores University Student Recruitment and Admissions staff, academics, authorised student ambassadors, service colleagues in other departments where an enquiry has been forwarded for a response and our third party software/service providers.
Your data may also be shared with the following services in order to communicate with you about events and activities that we think you might find of interest:
- Our Admissions service
- Our Academic departments
- Our Professional Services departments
We will not normally pass your personal data any other third parties without your consent unless required to do so by law.
How does the University protect your data?
The University prioritises security of your personal data at all times and it will be handled and stored strictly in line with the University’s Information Security Policy.
The Student Recruitment Team use the following secure third party applications to process your data:
1. iCapture (Data Collection Tool)
2. CRM database
The University’s Enquiry Management System, MS Dynamics CRM, is commissioned by Liverpool John Moores University (Data Controller), in conjunction with Tribal Consultants and the Microsoft Corporation. The University takes its obligations with your data very seriously and will ensure that all appropriate safeguards and security provisions are in place and full compliance with its third party agreements and privacy notice are monitored.
3. DataHE (Market analysis)
The University uses a secure third party market analysis service provider to process data you have provided in order to understand our position in the undergraduate and postgraduate markets and to inform our approach to student recruitment. We ensure that all appropriate safeguards and security provisions are in place.
The University uses a secure third-party application, Dotdigital, to supply our bulk email service for prospective student communications. You can unsubscribe from DotDigital communications at any time, we provide an unsubscribe option in all communications we send to you. For further details, please see Dotdigital’s terms of service and data processing addendum.
For how long does the University keep your data?
We will keep your information only for as long as we need it to provide you with information or services you have requested (notionally the academic year of interest + five years) to manage your relationship with us, to comply with the law or to ensure we do not communicate with you after you have asked us not to. When we no longer need information, we will always dispose of it securely. (Anonymised statistics may be retained permanently.)
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request, this could be in a portable electronic format
- require the University to change incorrect or incomplete data if you think that it is inaccurate or out of date
- require the University to delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing
If your personal data has been provided by consent, you have a right to withdraw that consent at any time.
If you would like to exercise any of these rights, please contact the Data Protection Officer: DPO@ljmu.ac.uk.
What if you do not provide data?
We will only be able to send you information about or courses or register you for Open Days if you provide us with sufficient personal data.
If however you do not wish to provide contact information at the time, we can still talk to you about studying at LJMU.
Transfers of data outside the UK
Generally, we do not send your personal data outside the UK. However, in some specific cases, we may transfer the personal data we collect to countries outside the UK in order to perform our contract with you/or a contract with another organisation that requires your personal data i.e. a collaboration agreement with a university based outside of the UK. Where we do this, we will ensure that your personal information is protected by way of an ‘adequacy regulation’ with the UK or by putting alternative appropriate measures in place to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the UK laws on data protection. For example model contractual clauses, data sharing/data processing agreement and binding corporate rules (where applicable).
Automated decision making
We will not make any decisions about you automatically using a computer, based on your personal data. All decisions affecting you will be taken by a human.
How to complain to the Information Commissioner’s Office?
You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted on the following details:
Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
Telephone: 0303 123 1113.
Email: contact can be made by accessing www.ico.org.uk