Student Fees - Local Privacy Notice

This Local Privacy Notice describes why and how we collect and use personal data and provides information about your rights.

The UCL Student Fees team respects your privacy and is committed to protecting your personal data.

Please read this Privacy Notice carefully – it describes why and how we collect and use personal data and provides information about your rights.  It applies to personal data provided to us, both by individuals themselves or by third parties, and supplements the following wider UCL privacy notices:

We keep this Local Privacy Notice under regular review. It was last updated in February 2019.

About us

Student Fees is part of the Finance & Business Affairs Division at University College London (UCL).

UCL, a company incorporated by Royal Charter (number RC 000631), is the entity that determines how and why your personal data is processed. This means that UCL is the ‘controller’ of your personal data for the purposes of data protection law.

Personal data that we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you. This may include:

Information held on your UCL (Portico) account

  • Name, contact details and date of birth.
  • Enrolment and study data.
  • Bank account details (if registered by you).


  • Encrypted credit/debit card information – if you use this method to pay fees.
  • Bank account information of any company/individual paying your fees direct to our bank account.
  • Details of any third party involved in the invoicing/collection of your fee (or fee related) financial transactions.
  • Other personal financial data provided by you or a third party (e.g. family member or sponsor) for fee payment or refund purposes.
How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • To provide an overall fee collection service relating to your UCL enrolment.
  • To assist you, a third party, a UCL partner or another UCL department with any query relating to your fees.

Where the processing is based on your consent, you have the right to withdraw your consent at any time by contacting us using the details set out in the 'Contacting us' section, below. Please note that this will not affect the lawfulness of processing based on consent before its withdrawal.

Who we share your personal data with

Your personal data will be collected and processed primarily by our staff and we may have to share your personal data with the parties set out below for the purposes outlined in 'How we use your personal data', above.

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.

Lawful basis for processing

Data Protection Legislation requires that we meet certain conditions before we are allowed to use your data in the manner described in this notice, including having a "lawful basis" for the processing. The basis for processing will be as follows:

Public task Ancillary activities linked to furthering UCL’s core purposes

Special category personal data lawful bases for processing include:-

All payments to, through and by Barclays (UCL's Bankers) are subject to compliance screening in relation to banking regulatory and legal restrictions. Barclays may, from time to time, request additional information about a third party payer.

Legal ObligationCompliance with financial regulation

International transfers

Some elements of your personal data may be transferred outside the European Economic Area (EEA). We regularly deal with overseas sponsors/funders for invoicing purposes and to resolve fee related queries.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 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.

We will keep your personal data according to the Records Retention Schedule.

Your rights

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

  • Right to request access to your personal data;
  • Right to request correction of your personal data;
  • Right to request erasure of your personal data;
  • Right to object to processing of your personal data;
  • Right to request restriction of the processing your personal data;
  • Right to request the transfer of your personal data;
  • Right to withdraw consent.

If you wish to exercise any of these rights, please contact the Data Protection Officer.

Contacting us

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

Please note that UCL has appointed a Data Protection Officer. If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact our Data Protection Officer using the details set out below:

Data Protection & Freedom of Information Officer: data-protection@ucl.ac.uk


If you wish to complain about our use of personal data, please send an email with the details of your complaint to the Data Protection Officer so that we can look into the issue and respond to you.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) (the UK data protection regulator).  For further information on your rights and how to complain to the ICO, please refer to the ICO website.