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General Privacy Notice

UCL General Privacy Notice. 16th May 2018, version 1

UCL (the “University”, “us” or “we”) is committed to preserving your privacy. Please read the following privacy notice to understand how we use and protect the information obtained from those visiting and using UCL’s website www.ucl.ac.uk and its subdomains (the “website”). It applies to personal data provided to us, both by individuals themselves or by third parties and supplements any other UCL privacy notices which may apply, for example the student privacy notice if you apply for a programme of study here.

This is a General Privacy Notice, and may be superseded by a ‘Local Privacy Notice’ depending on what you are using the website for and whether you are completing additional web forms, payments or applications. 

About us

UCL, a body incorporated by royal charter (number RC 000631), is the entity that determines how and why your personal data is processed. In accordance with Data Protection Legislation, we are a Controller and this means that we are legally responsible for the personal data we collect and hold about you.

One of our responsibilities is to tell you about the different ways in which we use your personal data – what information we collect (and our legal basis for doing so), why we collect it, where we collect it from and whether (and with whom) we will share it. We also need to tell you about your rights in relation to the information. This statement provides further details about all of these issues.

What information will we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. In order to offer and provide you with the services on our website, we may collect, use, store and transfer different kinds of personal data about you. Depending on the circumstances of your case and the enquiry we are helping you with, this may include

  • Personal details (such as your name, contact details and email address) that you provide by registering with us, requesting a prospectus or submitting an enquiry via the website.
  • Your responses to surveys which we ask you to complete for research purposes
  • How you use the website and any other information you post, email or otherwise send to us.

We may also collect information, where available, about your IP address, operating system and browser type. This is data about users' browsing actions and patterns. It is used to inform improvements to the website, for system administration, and to report aggregated, non-identifiable information to third parties. 

Cookies

We will also collect personal information about website usage through cookies.  Our website uses cookies to distinguish you from other users of the website. A cookie is a small file of letters and numbers that is stored on your device.

The cookies set may obtain information about you, your computer, your use of our website and your general internet usage.

For more information about our use of cookies see the cookie page.

How we will use the information

We will only use your personal data when the law allows us to do so. Where personal information is collected on UCL’s website, for instance through a web form or an online payment system, users will be informed as to what information is being captured, why and who (if anyone) it will be shared with, via a Privacy Notice. Most commonly, we will use your personal data in the following circumstances:

  • to manage the web system and troubleshoot problems. This may include information collected via the University's server logs including users' IP addresses and the web pages visited
  • to help you with your enquiry
  • to comply with a legal or regulatory obligation
  • to enable us to provide you with a product, facility or service we offer, for example a programme of study
  • To manage your use of facilities and participation at events (e.g. computing, libraries, accommodation, functions, graduation, careers)

The University also uses Google Analytics, a web analytics service provided by Google, Inc. ("Google") to understand how visitors engage with our website and so we can improve it. You can view Google’s Privacy Policy and find out how you can opt out of Google Analytics via your browser.

Principles

We will handle your personal data in accordance with the principles set out below.

Principle

Personal Data shall be:

Lawfulness, fairness and transparency

be processed lawfully, fairly and in a transparent manner in relation to the data subject.

Purpose limitation

collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.

Data minimisation

adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

Accuracy

accurate and, where necessary, kept up to date.

Storage limitation

kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.

Integrity and confidentiality

processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures

Accountability

be able to demonstrate compliance with the above principles

Sharing your personal information

We may have to share your personal data with the parties set out below for the purposes outlined above:

  • If you decide to make on-line payments to UCL, some information will be disclosed to UCL's service provider for validation purposes
  • External third party service providers: there may be times when external organisations use your personal information as part of providing a service to us or as part of checking the quality of our service, such as our auditors;
  • Law enforcement or other government and regulatory agencies: we may be required by law to disclose certain information to the police or another relevant authority in circumstances e.g. where we think you or someone else is at serious risk of harm.

We may also receive requests from third parties with authority to obtain disclosure of personal data. We will only fulfil such requests where we are permitted to do so in accordance with applicable law or regulation.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes – we only permit them to process your personal data for specified purposes and in accordance with our instructions. 

 

How we will protect information about you

We do our utmost to protect your privacy. Data Protection Legislation obliges us to follow security procedures regarding the storage and disclosure of personal information in order to avoid unauthorised loss or access. As such we have implemented industry-standard security systems and procedures to protect information from unauthorised disclosure, misuse or destruction.  We have established procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, and in accordance with UCL Records Retention Schedule.

Your rights

Under certain circumstances, you may have the following rights in relation to your personal data:

Right 1: A right to access personal data held by us about you.

Right 2: A right to require us to rectify any inaccurate personal data held by us about you.

Right 3: A right to require us to erase personal data held by us about you.  This right will only apply where, for example, we no longer need to use the personal data to achieve the purpose we collected it for; or where you withdraw your consent if we are using your personal data based on your consent; or where you object to the way we process your data (in line with Right 6 below).

Right 4: A right to restrict our processing of personal data held by us about you.  This right will only apply where, for example, you dispute the accuracy of the personal data held by us; or where you would have the right to require us to erase the personal data but would prefer that our processing is restricted instead; or where we no longer need to use the personal data to achieve the purpose we collected it for, but we require the data for the purposes of dealing with legal claims. 

Right 5: A right to receive personal data, which you have provided to us, in a structured, commonly used and machine readable format. You also have the right to require us to transfer this personal data to another organisation.

Right 6: A right to object to our processing of personal data held by us about you.

Right 7: A right to withdraw your consent, where we are relying on it to use your personal data.

Right 8: A right to ask us not to use information about you in a way that allows computers to make decisions about you and ask us to stop.

If you wish to exercise any of these rights, please contact Data Protection Officer or +44 (0)20 3108 8726.

 Other websites and the scope of this privacy notice

The UCL website contains links to and from the websites of third parties. This privacy notice applies to the UCL website only so if you follow a link to other websites please note that these websites will have their own privacy policies and that we do not accept responsibility or liability for these policies. Please check these policies before you submit any personal data to these third party websites.

Separate privacy notices are used whenever we collect personal information from you. The general privacy notices for staff, students (prospective and current) can be found here.

Changes to our privacy notice

Our Privacy Notice may be updated from time to time. Any updates will appear on this webpage. This notice was last updated in May 2018.

How to contact us

You can contact UCL by telephoning +44 (0)20 7679 2000 or by writing to: University College London, Gower Street, London WC1E 6BT.

If you have any questions about our privacy notice please contact the Data Protection Officer or +44 (0)20 3108 8726.

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