Strathclyde Accommodation

This privacy notice explains how the University of Strathclyde will use your personal information and your rights under data protection legislation. It is important that you read this notice prior to providing your information.

Who we are

The University of Strathclyde is the organisation responsible for your personal data in terms of data protection legislation (the data controller).

If you have any questions regarding the handling of your personal data, or your rights, please contact the University’s Data Protection Officer at dataprotection@strath.ac.uk

Information we collect and use about you

We will process identifiable information about you from: • the details that you supply via your accommodation application form or on any application to use the University’s parking facilities; • our use of CCTV facilities outside University student residences. For more information on our use of CCTV on campus, please consult our CCTV Code of Practice.

Why we require this information and our lawful basis

We will process your data for the purposes set out below to fulfil the contract you have entered into with us for accommodation services. Managing your application, including assessing your eligibility for accommodation. We may also have to process your personal information where it is in our legitimate interests to do so and we believe it will be of interest to you e.g. • Keep you up to date with offers/opportunities available to residents.

In some cases, we may ask you to provide special category data relating to your health information i.e. your physical and/or mental health, in order to allocate appropriate accommodation to meet your needs or to ensure your wellbeing or safety. You will be asked to provide this information on the application form. You are under no obligation to provide this data to us, but if you do not then we cannot consider any specific needs you may have when processing your application.

We will ask you for your explicit consent to process this information for assessing your accommodation application. However, in some situations the processing of medical/health data is justified to meet legal obligations, for reasons of substantial public interest or to protect your vital interests. In these situations, we will not require nor seek your explicit consent.

Disclosing your information

We may share your personal data in limited circumstances where it is lawful and legitimate for us to do so with: • Dependant on duration of stay, Glasgow City Council may require the University to provide your information to enable them to contact you for the purposes of placing your name on the electoral register.

Transferring data internationally

We will not transfer your personal data outwith the European Economic Area.

How long your information is retained

We will retain your personal information for a maximum of 5 years after you graduate or leave the University.

Automated decision making and profiling

At this time no automated decision making is performed on your data. The information that you provide is used as outlined above in the processing of your application for accommodation.

Data is required as part of a statutory or contractual requirement or obligation

The data that we ask for is required to enable us to process your application for accommodation, make the best allocations possible for your needs and to fulfil the contract you have entered into with us for accommodation services. We are unable to process or provide a contact without your personal information, and incomplete or incorrect information provided may lead to less suitable accommodation allocations.

Your rights

Under data protection legislation, you have a number of rights* including the right to: - withdraw consent, at any time, where that is the lawful basis of our processing; - access your personal data and obtain a copy, free of charge; - rectify inaccuracies in personal data that we hold about you; - erasure, that is have your details removed from systems that we use to process your personal data; - restrict the processing in certain ways; - obtain a portable copy of data you have given to us in a commonly used electronic form; and - object to certain processing of your personal data by us. *Please note that the ability to exercise these rights will vary and depend on the lawful basis under which the processing is being carried out.

Please contact dataprotection@strath.ac.uk if you wish to exercise/enquire about any of these rights.

Complaints

If you wish to make a complaint about how we have handled your personal data, you can contact the Data Protection Officer at dataprotection@strath.ac.uk

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you also have the right to complain to the Information Commissioner’s Office (https://ico.org.uk/concerns/).