Privacy and Website Use Terms and Conditions

The University of Lincoln takes seriously its responsibilities to respect the privacy and data rights of people using our website or contacting us by email or other electronic means. 

On these pages you can find terms and conditions about use of the University's website, including our Privacy Notice which explains how we collect, handle and use personal information submitted through online forms and other channels. 

You can also read more about use of cookies on our website and other policies relating to information compliance, including our obligations as a data controller under UK data protection legislation and as a public authority under the Freedom of Information Act. 

You can find details about copyright law as it applies to content published on the University's website. You can also find contact information for our Information Compliance team if you have any questions or comments about the University's approach to data protection, e-privacy or freedom of information.

 

Privacy Notice - Course Enquiries and Event Bookings

Your personal information

The University of Lincoln collects personal information about you when you make an enquiry about our courses or book to attend our events. We use this information to administer your request and help prospective students make informed decisions about whether they wish to apply to study with us. We will also support you during the application process if you do choose to apply. This notice explains more about how we use your personal information.

  • What information we collect about you
  • How we use your information
  • Information we may share with other organisations
  • Information processed abroad
  • How long we keep your information
  • Accessing your information and other rights
  • How to object or withdraw consent
  • How to contact us
  • How to complain 

What information we collect about you

We collect information about you when you make an enquiry to the University about our courses in person, by email, over the phone or by submitting a request through our website (for example, when you register for an Open Day). Typically this will include your name, date of birth, gender, postal address, student status (eg. whether you are a UK, EU or International student), email, phone number and some details about the course you are interested in and your proposed year of entry. For international students, we may collect information about you if you make an enquiry about our courses via a third party website or agent, such as Hot Courses.

We will keep your information accurate and up-to-date if you provide us with additional information, tell us of any changes, or make further enquiries or requests. We will note in your record if you register for and attend our events. We will collect further information about you if you make an application to study at the University, either directly to us or via a service such as UCAS. To update the personal information we hold about you, please contact our Enquiries team by email enquiries@lincoln.ac.uk or telephone +44(0)1522 886644.

We also collect information about you when you register to attend one of our public events. Typically, this will be your name, email address, phone number and postal address. If you register for a public event you will be invited to join our public events mailing list. This is optional and if you do subscribe you can opt-out at any time. You can ask for your information to be updated or removed by contacting us by email on events@lincoln.ac.uk or telephone +44(0)1522 837100.


How we use your information

If you enquire about our courses, such as requesting a Prospectus or booking onto an Open Day, we use your information to respond to your enquiry and fulfil your request.

We will provide relevant information which can help you make informed decisions about our courses and applying to study at the University. For example, if you register to attend an Open Day we will confirm your booking and send you joining instructions so that you know what to expect and how to get the most from your visit. We may send you marketing information about related products or services. Our Enquiries team can also access your information if you contact us with questions about your preferred course or the application process, so they can better tailor advice to you. 

The information you provide to us when you make an enquiry is processed in accordance with UK data protection legislation as being in the legitimate interests of the University. If you go on to make an application to one of our courses your data will be processed to take steps necessary prior to entering a contract.

Your information is stored securely in the University’s Customer Relationship Management (CRM) software system. Access to your information is restricted only to those staff who need it. The information you provide as an enquirer is not used to inform decision-making should you make an application to the University.

If as a member of the public you register to attend one of our public events, we will store your information on a separate secure database in accordance with UK data protection legislation and in the legitimate interests of the University. You may opt to join our public events mailing list and can unsubscribe from this list at any time.

The University occasionally uses cookies and other technologies on its website that collect data about you when you use them. Where this occurs further information will be available in our cookies policy. The cookies policy for the University website can be found here: http://www.lincoln.ac.uk/privacy 


Information we may share with other organisations

We use a number of suppliers who process personal information on our behalf. These include suppliers of software services and, for international enquirers, our overseas recruitment agents. These act strictly on our instructions and must not use the information for their own purposes.

In exceptional circumstances we may be asked to share your information with police or other investigators if it would prevent or detect crime or safeguard a person’s wellbeing. Each instance will be judged on its own merit and any sharing of information will be done within the law.

Information processed abroad

Some of the software services we use to process personal information on our behalf are located outside of the European Economic Area (EEA). In these instances information is protected using data security practices set out in our Data Processing Agreements with suppliers and, where services are based in the USA, through the EU-US Privacy Shield Framework. Where we share information with overseas recruitment agents about student enquiries, we have Information Sharing Agreements in place.


How long we keep your information

We retain your personal information only as long as is necessary and in accordance with the University’s records retention schedule. The University’s retention schedule has been created in line with the Jisc Retention Schedules. The University reserves the right to change its retention schedule at any point.

Data will be kept securely and destroyed when no longer required. The University may also decide to archive some data. For more information regarding the retention of your personal data, please contact the Information Compliance team at compliance@lincoln.ac.uk

If you access additional University services these may keep a record of your contact and will provide you with details of how long they keep your information. If after your enquiry you go on to apply and enrol as a student at the University further information will be collected and processed (please see our seperate Student Enrolment Privacy Notice).


Accessing your information and other rights

You have a number of rights relating to your personal information. These include:

Access - You have the right to request a copy of any personal information we hold about you. If you would like a copy of any of your information please contact the Information Compliance team on the details below. The team will process your request within a month.

Portability - If you have provided information on the basis of your consent or for a contract then you can request a digital copy so you can send it to another organisation. To request a copy please contact the Information Compliance team on the details below. The team will process your request within a month.

Correction - If any of the information we hold about you is incorrect or incomplete then please let us know. You have the right to have your information corrected so that we hold accurate records about you.

Erasure - This is also known as the right to be forgotten. You can request that your personal information is erased if it is no longer necessary for the University to keep it, or you withdraw consent that you have previously provided, or you object and there is no overriding grounds to keep it or if it is unlawful to continue to keep it.

Restriction - You can request that the use of your personal information is limited to storage only and that we use it for no other purpose. This applies where you contest the accuracy of the personal information we hold, or our use of the information is unlawful, or we no longer need the information except in relation to legal claims, or you object to the use of your data and we need to verify whether or not our purpose for keeping it overrides the grounds of your objection.

The Information Compliance team can be contacted by email on compliance@lincoln.ac.uk or by post at: Information Compliance, Secretariat, University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.


How to object or withdraw consent

If you object to our use of your personal information then we must stop unless we can demonstrate compelling legitimate grounds for continuing. Please contact the University’s Enquiries team on enquiries@lincoln.ac.uk or +44(0)1522 886644 and explain your objection.

You may be asked to provide your consent to receive certain types of marketing communications. You may withdraw this consent at any time. Please let us know if you wish to change your marketing communications preferences by contacting our Enquiries team on the details above or by using unsubscribe links.


How to contact us

For general enquiries please call +44(0)1522 882000 or write to University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.
You can find contact details for individual teams and staff by visiting http://staff.lincoln.ac.uk.

If you have a query about your personal information rights then please contact the Information Compliance team by email on compliance@lincoln.ac.uk or by post at Information Compliance, Secretariat, University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.

How to complain

If you feel that we have let you down in relation to your information rights then please contact the Information Compliance team by email on compliance@lincoln.ac.uk or by post at Information Compliance, Secretariat, University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.

You can also make complaints directly to the Information Commissioner’s Office (ICO). The ICO is the independent authority upholding information rights for the UK. Their website is www.ico.org.uk and their telephone helpline number is 0303 123 1113.

 

The University website

We may occasionally set cookies as an aid only to the functionality of a website.

The Virtual Open Day service may gather personal details on a voluntary basis only. This information will only be used to aid in the personalisation of your experience on these pages.

The Find a Course search system retains the last entered search term and search filter settings within two cookies; coursefinder_inputLast and coursefinder_filterList, respectively. When using our course search, this stored information allows the user to navigate away from the page and return again to find the search parameters filled out exactly as they had left them - rather than having to begin the search and filtering process again.

You may refuse the use of cookies through your browser settings, however please note that if you do this you may not be able to use the full functionality of some websites.

Google

University of Lincoln websites use Google Analytics to inform us of statistical information about website performance and usage. Information gathered is anonymous and used only to gather statistical data about website usage.

Google set a cookie (Double Click 'id') as part of their ad serving platform. The information generated by the cookie about website usage will be transmitted to and stored by Google on servers outside of the UK. Google uses this information for the purpose of evaluating our website's usage, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also share this information with third parties where required to do so by law, or where such third parties process the information on Google's behalf.

Further information: http://www.google.com/policies  
Google Analytics Opt-out Browser Add-on: https://tools.google.com/dlpage/gaoptout 

Online payments

This payment site uses two cookies that are essential for the running of the site. These cookies only fulfil functional requirements relating to transactional processes. The cookies are:

  1. Site_Val, which is used to track the user's language e.g. Welsh
  2. ASPSESSIONID, which is used to track the user's session.

If you email us with a general query, the information you provide to us will only be used to respond to your query. You will not be added to a database or mailing list. If you email us to request a prospectus or book onto an Open Day, we will add your details to our customer relationship management (CRM) system to enable us to process your request and provide useful information relating to it. Please refer to our Privacy Notice for more detail on how we collect and use personal information from enquirers.

As permitted by the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 and by the Regulation of Investigatory Powers Act 2000, the University may electronically scan any emails received for obscene, indecent and illegal remarks and content. The University may also scan any messages left in 'chat rooms', bulletin boards etc, provided on its Virtual Campus, websites or other computing facilities for similar material.

Where the University is convinced that there is proper lawful authority for the interception of communications, our policy is to co-operate fully with the relevant authorities. If, however, we are convinced that the authorities have exceeded their powers either deliberately or by oversight, it is the policy of the University to assist Data Subjects in any complaint to the proper regulatory authority.

A number of online forms are contained within our web pages which are provided for your convenience - for example, to aid you in requesting a Prospectus or booking to attend a University Open Day. The University of Lincoln does not automatically capture and store any personal information about the individuals who access its websites or web pages, unless this information is volunteered by the visitor. Any information you choose to provide using online forms is not matched to your use of our website and your visits to our websites are therefore anonymous. The data you provide in submitting online forms may be stored in our customer relationship management (CRM) system in order to fulfil your request and to provide information on similar products and services. Please refer to the details included within our online forms, the relevant Privacy Notice and our Cookies Statement for further information.

Information about the University's Freedom of Information Publication Scheme and its legal obligations can be found on the Secretariat site:

http://secretariat.blogs.lincoln.ac.uk/information-compliance/freedom-of-information/

FOI requests can be made directly to: compliance@lincoln.ac.uk 

All material published on the University of Lincoln's websites (unless stated otherwise), is the property of the University and must not be copied or distributed for any commercial purpose. This includes, but is not limited to, the University's logo, graphics, website design and contents.

The University permits the taking of copies of material published on its web pages for personal use only, in electronic or hard copy form, providing that the copyright notice, below, is retained on each copy. Making alterations to any of the pages, or using content in any other work or publication, other than for quotation purposes, will be a direct breach of the University's copyright and may result in civil action.

The University's prior written permission must be obtained for any other use of material contained in its web pages.

The University of Lincoln makes every possible effort to ensure that the information published on its websites is accurate and up to date, but reserves the right to make amendments at any time and without prior notice.

The University provides hyperlinks to third party websites not affiliated with the University, for the convenience of users only. By linking to these websites the University of Lincoln in no way endorses the contents, views or information held on such sites.

To the fullest extent permitted by the law, the University of Lincoln nor any of its officers or employees shall be liable for any loss, additional costs or damage howsoever arising, suffered as a result of using the University's websites or hyperlinks provided to third party websites.

If you have any questions or comments about the University's approach to data protection, privacy and information compliance, please email: compliance@lincoln.ac.uk or write to:

Registrar’s Executive Officer and Information Compliance Manager
Registrar’s Office 
University Registry
University of Lincoln
Brayford Pool
Lincoln
LN6 7TS

Further information about the University’s Data Protection Policy and its legal obligations can be found at the following link:

http://secretariat.blogs.lincoln.ac.uk/information-compliance/data-protection/