Clearing VIP Prize Draw – Privacy Notice

The purpose of this Privacy Notice is to tell you how the University will collect and use your personal data in relation to the ‘Clearing VIP Prize Draw’. In addition to this notice, you may be given further information about how we use your personal data when you use specific services and facilities offered by the University of Gloucestershire.

This privacy notice is applicable to anyone who registers for Clearing VIP, and as such is automatically entered into the ‘Clearing VIP Prize Draw’ to win a year of rent-free accommodation in halls of residence.

Clearing VIP Prize Draw terms and conditions

If you choose to opt-in to receive additional communications from University of Gloucestershire via Email, SMS, Phone or Post, then please refer to the website privacy notice for information about how we will user your personal information.

1. Identity and contact details of the Data Controller

The University of Gloucestershire is registered with the Information Commissioner’s Office as a Data Controller and is committed to protecting the rights of individuals in line with Data Protection legislation. A copy of this registration can be viewed on the ICO website.

2. Contact details of the Data Protection Officer

The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it.  If you have any concerns regarding the way in which the University is processing your personal data, please contact the Data Protection Officer at:

Data Protection Officer
University of Gloucestershire
Fullwood House
The Park
Cheltenham, GL50 2RH

Email: [email protected]

3. What information do we collect about you?

When you register for the ‘Clearing VP Prize Draw’ you will be asked to provide certain information about yourself, including your name, email address, telephone, country of residence, address and subject/course of interest.

4. How will your information be used?

Your data will be used by University of Gloucestershire for the purposes of managing and administering the ‘prize draw or competition ‘Clearing VIP Prize Draw’, including notifying you if you are a winner.

Your data will also be used to comply with our obligation to either publish or make available information that indicates a valid award took place. To comply with this obligation, the University will send the surname and county of the prize winners to anyone who emails [email protected] within one month of the survey closing date.

If you object to any of your surname, county and winning entry being published or made available, please contact [email protected]. Notwithstanding, you acknowledge and agree that the University may be legally required to disclose such information to the Advertising Standards Authority or other relevant body upon request. 

5. What is our lawful basis for processing your personal data?

When we use your data in order to manage and administer the prize draw or competition, this processing is necessary for the performance of the contract between you and University of Gloucestershire (i.e. the contractual arrangements dealing with your participation in the prize draw).

6. Who your personal information is shared with?

Your information will be processed by the university and organisations working on our behalf who are compliant with current data protection legislation in order to manage and administer the prize draw, for example:

• providers who send communications on behalf of the university, e.g. letters, emails, SMS or other communications

No information will be passed to third party organisations for them to contact you directly themselves.

Information about you may be disclosed to other organisations outside of the university where it is in our legitimate interests and/or as required by law, including but not limited to:

• the police and other crime and fraud prevention, and detection agencies for crime prevention or detection purposes
• the Home Office, including UK Visas and Immigration, UK embassies, local authorities and other governmental bodies
• Government bodies and agencies where the university is legally obliged to do so such as the Office for Students, the Higher Education Funding Council for England and the Quality Assurance Agency for Higher Education, the Higher Education Statistics Agency, UCAS, the Department for Education, and the Higher Education Access Tracker and its subscribers
• the Disclosure and Barring Service
• sponsors, agencies or bodies funding or intending to fund your programme of study
• your country’s government, high commission, embassy or consulate
• third parties who initially provided us with personal information relating to you such as third party recruitment agents.

7. Transfers to other countries and safeguards in place

Data collected may be transferred outside the EU, for example some data processed by the university’s contracted software supplier is stored on servers located in Canada. Canada has “adequacy” status from the European Commission. Whenever data is transferred from one location to another it will always be in a secure, encrypted or password protected format.

We ensure that any data processor complies with confidentiality, current data protection legislation, data sharing protocols and safeguards, governing law, intellectual property, liability and pursuant to its commitment to compliant practice.

8. How long will your information be held?

When we captured your data along with your intended year of entry (when you planned to start studying at university), the general information you provide to us will be held for one year after this date. If no ‘year of entry’ was known, we keep your information for a maximum of 3 years from the time it was collected. If, however, you become an applicant you will be subject to other notices that we will provide to you and your data will be held in line with the University’s Records Retention Schedule.

9. What are your rights?

Under UK Data Protection Legislation you have the following rights:

• to request access to, and copies of, the personal data that we hold about you;
• to request that we cease processing your personal data;
• to request that we do not send you any marketing communications;

• to request us to correct the personal data we hold about you if it is incorrect;
• to request that we erase your personal data;
• to request that we restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
• to receive from us the personal data you have provided to us, in a reasonable format specified by you, to another data controller;
• to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights and freedoms.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Any requests or objections should be made in writing to the University’s Data Protection Officer, contact details are in Section 2 of this Privacy Notice.

10. How to make a complaint

If you have queries, concerns or wish to raise a complaint regarding the way in which your personal data has been processed you should contact the Data Protection Officer in the first instance, using the contact details under Section 2 above.   

If you still remain dissatisfied, then you have the right to apply directly to the Information Commissioner’s Office (ICO) for a decision. The ICO can be contacted at:

Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.org.uk