Accommodation Services

Student Accommodation Privacy Notice

Privacy Notice for University Accommodation

Your Personal Data

The University of Glasgow will be what is known as the ‘Data Controller’ of your personal data processed in relation to the provision of University accommodation.

How do we collect your personal data?

Upon accepting a place to study at The University of Glasgow your details are entered into our accommodation system and a profile is created for you. This profile allows you to make an application to reside in University provided accommodation at any point throughout your time as a student at the University.

If accepted to reside in University provided accommodation, we will use your personal data to facilitate your stay, including supporting special requirements due to a disability or long-term medical condition and, upon leaving, provide you with references.

What types of data do we collect?

We will collect the following types of personal data about you from the University’s Student Record system (MyCampus):

• Your name, date of birth, gender, and photograph
• Your Student ID and Student Applicant ID (e.g. UCAS) numbers
• Contact details, including your University and personal email addresses, phone number, and home address
• Information about your course of study

We will collect the following types of personal data about you from your accommodation application:

• Information about your care leaver status
• For Family/Partner accommodation applications: the name of your partner and the name, gender, and age of your children

We will collect the following types of special category data about you from your accommodation application:

• Information relating to any disability or long-term medical condition you may have

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance, there are several legal bases under which Accommodation Services use your data.

Your personal data is processed under the following legal bases:

1. Contract

• the personal data you supply will be used for the purpose of entering you into an accommodation contract.

2. Legitimate Interests:

• to ask you for feedback on your experience with us as an accommodation provider so we can continue to improve our service.
• to inform you about job opportunities within University provided accommodation, as well as University support and wellbeing services and events.
• to determine the type of accommodation you may be placed in, as well as the term of your contract, if you are a Care Leaver.
• to manage and notify you of parcel deliveries within some of our residences.

Your special category data is processed under the following legal basis:

3. Substantial public interest on the basis of Union or Member State law

• under the Equality Act (2010) we will ensure reasonable adjustments are made so that you can access University accommodation.

What we do with it and who we share it with

All your personal data is processed by staff at the University of Glasgow within the United Kingdom.

Data is shared internally with:

• The University’s Disability Service to assess accommodation requirements for applicants who note a disability or long-term health condition which may impact their accommodation needs.
• Residence site management team to facilitate your stay and support and implement special requirements for residents with a disability or long-term health condition.
• The University’s Student Services’ team to record incidents on the University’s Helpdesk system (Ivanti) for the purposes of welfare support, maintenance/repairs, and monitoring behaviour and health and safety in University provided accommodation. Depending on the nature of the incident, data may be shared with Campus Security, the Safeguarding Team, and Student Conduct.

In addition, we will also share data with the following third parties:

• Glasgow Student Villages Limited (Sanctuary Students). Glasgow Student Villages Limited act as our managing agents across Cairncross House, Kelvinhaugh Gate, Kelvinhaugh Street, Murano Street, Queen Margaret Residences, and Winton Drive.
• Glasgow Student Villages staff will record information on the University’s Helpdesk system about any incidents that occur within University accommodation that they manage.
• The University works with private accommodation providers Unite Students, and Fresh, student management service provider Homes for Students and iQ, and community housing provider Govan Housing Association. Unite Students act as managing agents for Kelvin Court, Blackfriars and Thurso Street. Fresh act as managing agents for Bridge House. Homes for Students act as managing agents for Firhill Court and Kelvingrove House. iQ act as managing agents for Havannah House. Govan Housing Association act as property managers for Jim Stephen House.
• If you are placed within accommodation that any of the providers above manage, the accommodation provider will be able to view your personal data for the purposes of facilitating your stay within said accommodation. They may also contact you to survey your experience with them as a facilities management provider.
• The University works with accommodation agent City Room Rentals in instances where additional rooms are required to fulfil strategic accommodation requirements. City Room Rentals will be able to view your personal data for the purpose of assisting you in securing accommodation.
• The University uses a parcel management platform called Parcel Tracker. If you are placed within either Cairncross House or Wolfson Hall, we will share limited personal data with Parcel Tracker so you can be notified of a parcel delivery.

Automated Processing

When applying for accommodation provided by the University your data may be subject to Automated Processing. The University runs software to analyse a candidate’s home address to determine if you would be considered a ‘local student’ or not. The results may determine your eligibility to be offered a place within University provided accommodation.

How long do we keep it for?

If you apply to take up residence within University provided accommodation, we will continue to hold your personal information for the purposes of providing you with references upon your request. As such, we will retain your personal data for up to three years after the year you make your last accommodation application.

Data shared with ParcelTracker will be deleted 14 days after your accommodation contract end date.

Upon accepting a place to study at The University of Glasgow your details are entered into our accommodation system. This profile allows you to make an application to reside in University provided accommodation at any point throughout your time as a student at the University. If you do not apply for University provided accommodation your accommodation profile and personal data will be deleted upon the termination of your studies.

What are your rights?

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or erased. You also have the right to object to the processing of data and may have the right to data portability.

If you wish to exercise any of these rights, please visit www.gla.ac.uk/myglasgow/dpfoioffice/informationrequests for request submission links.

Complaints

If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.

Our Data Protection Officer can be contacted at dataprotectionofficer@glasgow.ac.uk

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

 v.12 September 2024