- Use of your Personal Data by UCL
How we use your personal data is set out in broad terms the UCL Student Privacy Notice.
UCL Accommodation will use your personal data to provide accommodation for you during the time you are resident in UCL accommodation or other UCL-nominated accommodation (e.g. a third-party provider operating under a contract with UCL).
The lawful basis for processing of your personal data is that it is necessary to for the performance of the contract between UCL and you or for taking steps to enter into this contract. Your personal data will be accessible to UCL Accommodation staff and will be retained in line with UCL’s Central Data Retention Schedule.
Where we offer you a place with a third party provider operating under contract with UCL, your personal data will be shared with them for the same purpose. If you take up a place in UCL provided accommodation we will share your name and duration of stay with the local authority for the purposes of council tax administration.
We do not share personal details with the local authority for electoral role purposes if you are resident in UCL provided accommodation.
If you share any special category personal data with us, e.g. information about health or disability, so that suitable accommodation can be provided for you, the lawful basis for using this personal data will be your explicit consent.
It is important that you notify UCL Accommodation of a disability, medical condition, injury or illness which may have an effect on your accommodation needs. If you are allocated a place in a UoL or other nominated accommodation, details of your disability health conditions will be shared with them so that they can provide suitable accommodation and support. This information will be shared with the appropriate services within Student Support and Wellbeing in order for them to offer appropriate support during your time at UCL. These services are Student Support and Wellbeing, which includes Student Disability Services and Student Psychological Services. You do not have to take up this support but UCL has a duty of care to its student, especially those living in its accommodation. More information about the use of information relating to a declared disability is available on the Student Support web pages.
UCL may also process information about the commission or alleged commission of criminal offences by you, which UCL may report to the police or other relevant authority. Disclosures of this nature would take place on the basis of being necessary for the administration of justice. Should you owe money to UCL as a result of a licence agreement we may disclose your personal details to debt collection agencies acting on behalf of UCL for the purposes of recovering the amounts owed. Disclosures of this nature would take place on the basis of UCL’s legitimate interests.
- Rent Guarantor Scheme
By submitting this application form, you acknowledge that UCL will process your personal data (including any special category personal data) that is included in this form in accordance with UCL’s Data Protection Policy and Student Privacy Notice. In particular, we will use information you provide for the purposes of assessing your eligibility for the rent guarantee scheme, for operating the rent guarantee scheme if your application is approved, and for any related administrative and ancillary purposes. UCL will only retain the personal data you provide for as long as it is necessary for these purposes and in accordance with UCL’s Records Retention Schedule.