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Privacy for prospective students – Bath Spa University

How we process your data is governed by the General Data Protection Regulation and associated data protection legislation.

This Privacy Notice applies to enquirers, those who request a prospectus or book onto an event, and other individuals who have came into contact with Bath Spa University and applicants.

Information we hold

We hold a range of personal data about you, some of which you provide to us directly and some of which may have come from third parties such as agents or other websites.

The categories of data that we may hold on you as an enquirer include, but are not restricted to:

  • Name
  • Date of birth
  • Address
  • Gender
  • Email address
  • Phone number
  • Country of domicile
  • Nationality
  • Academic level of interest to you (undergraduate, for example)
  • Proposed year of entry
  • Subject areas of interest
  • Course interests
  • Motivations, barriers and influences for attending University
  • Origin of data.

The Marketing team at the University often works with schools and colleges, and collects data such as:

  • Contact details such as employer's name, job title, address, email address, phone number
  • Other data relating to your school or college, including any previous visits made by Bath Spa University or visits to us.

Categories of data that we may hold on you as an applicant include, but are not restricted to:

  • Name
  • Date of birth
  • Address
  • Gender
  • Email address
  • Phone number
  • Country of domicile
  • Nationality
  • Academic level of interest to you (undergraduate, for example)
  • Year of application
  • Year of entry
  • Programme(s) applied for
  • Application status (if an offer has been made, and your response)
  • School or college attending
  • Fee status and origin of data
  • Predicted grades
  • Actual grades
  • Scholarship type
  • Motivations, barriers and influences for attending University
  • UCAS personal ID
  • Admissions interview invite trigger

How do we use your data

Bath Spa University will store and process your data to help support your current and future dealings with the University. If you provide information to us to attend an event or make an enquiry, we'll use your data to provide you with relevant and necessary information requested or required. In addition we'll communicate with you, to provide you with further updates or news.

Your data may be used for direct marketing, event management, profiling, analysis, reporting, and statistical purposes. This is to ensure that we can both carry out necessary tasks and ensure that we provide content and services that are relevant to you.

Who has access to your personal data

Your personal data will only be shared internally or to third parties who have been appointed by the University to provide a specific service on behalf of the University.

We may use your personal data to help create profiles which help us deliver information considered to be relecvant to you, identify others to promote the University, but we will never sell your personal data to third parties.

Communication channels and platforms

We may send you relevant communications via the channels or platforms determined by the contact details provided by you, including but not limited to:

  • Facebook
  • Instagram
  • Twitter
  • YouTube
  • Snapchat
  • Email
  • Display advertising
  • Google AdWords
  • Direct mail
  • SMS
  • Phonecalls
  • Meet and Engage
  • Azorus CRM
  • WeChat
  • WhatsApp
  • Line
  • VK
  • Typeform
  • Skype
  • Unibuddy (chat function on our website). 

Your right to object to/ restrict our processing

You can contact us at any time to be removed from our records.

Individuals should contact:

If you're from a school or college we work with and would like to restrict our processing, contact

Data supplied directly by you

Data subject: individuals ordering a prospectus via our online form

What's processed, and why: your name and contact details, so we can send your requested University materials.

Legal justification: you have the opportunity to order a University prospectus; this represents the University’s contractual obligation to facilitate the sending of this.

Data subject: individuals booking onto our University Open Days

What's processed, and why: name and contact details and any further information required for your attendance to the event, e.g. dietary requirements.

Legal justification: contractual necessity without this personal data we may not be able to provide the event to you.

Data subject: enquirers or detail retained during booking process outlined above 

What's processed, and why: name, email addresses, and any relevant preferences you've indicated, such as field of study you're interested in, motivations, barriers and influences to attend University.

Legal justification: We consider this processing necessary for our legitimate interests. We have identified that the benefits to Bath Spa University in providing tailored information and communications based on information received by you outweighs the low riisk of any impact to you. Personalising content and tailoring communications is a standard in marketing, social media and websites we use everyday and we believe would be in line with your expectations of data processing.

Data subject: applicants

What's processed, and why: applicant data including contact information, year of entry, and personal information.

Legal justification: processing is necessary to inform you of the University’s facilities and services that may be necessary for your application decision. We process this data because the University has a legitimate interest in providing you with the relevant information. 

Data subject: individuals with whom we correspond, such as schools, colleges, businesses or recruitment agents

What's processed, and why: name and contact details.

Legal justification: we process your data under our legitimate interest to contact you with information we believe will be relevant to you or your students, which includes, but is not limited to, information regarding Open days, University taster events, interactive workshops, and teacher conferences. 

Data from third parties

Type of data: your contact details, course preferences, and interests

Source: UCAS Fairs, UCAS Media, international study fairs held overseas, recruitment events hosted and coordinated by third parties (for example QS) and websites such as

Legal justification: where your data is collected via a third party platforms such as UCAS,, and Meet and Engage, the legal basis for processing your data will fall under legitimate interest.

Type of data: your contact details, course interests, and education background

Source: recruitment agents or staff from representative regional offices.

Legal justification: where your data is collected by a third party such as an agent, the legal basis for processing your data will fall under legitimate interest.

Type of data: contact details, name, date of birth, special requirements, dietary requirements

Source: schools arranging a University visit or engaging in another programme, or providing references for those participating.

Legal justification: contractual necessity – without such personal data we may not be able to provide the event to you or your school.

Data we may share with third parties


Occasionally the University may be required to share your personal data with organisations either based in the European Union (EU) or countries outside the EU but that have equivalent levels of protection.

These transfers of data are usually necessary in order to meet contractual responsibilities with you (such as arranging exchange visits or reporting to funding providers) and would only happen once we were assured that the appropriate safeguards were in place.

What we share: your contact details, course interests and student application overview (if applicable)

Who we share it with: if your country of domicile is outside of the UK,  your data may be shared with University staff, offices, representatives, and appointed agents to help you with your enquiry or application. A full list can be found on our Offices and representatives page.

Purpose and legal basis: we only share your data where we have a data sharing agreement and appropriate safeguards in place to protect your data. We process this to provide you with support in your home country or country of residence under the University’s Legitimate Interest.

What we share: your contact details and name, and on occasion other information about you, specific to the purpose of the service

Who we share it with: specified service providers appointed by the University to provide a specific service

Purpose and legal basis: contractual obligation; for example the University may appoint a print company to print and deliver a direct mail item, such as a prospectus, to you.

What we share: data necessary for purposes – for example, software providers who facilitate your online enquiries and bookings will process your personal data e.g. name, contact address, and applicant data.

Who we share it with: data processors contracted to process data on behalf of the University, in-line with any of the purposes for which the University is permitted to process the data.

Purpose and legal basis: third parties who are contracted to process personal data on our behalf such as software providers for the administration of "BeBathSpa"; this administration will be as part of our contractual obligation to you or in the University's legitimate interest.

Subjects of photography or video recordings


This Privacy Notice applies to subjects captured in videos or photographs by Bath Spa University.

Information we hold

We collect a range of personal information, which may include appearance and distinguishing features.

  • We may also collect data that includes personal data provided by you via a form, e.g.
  • Personal information such as your name
  • Contact details such as your email address
  • Student information such as programme studied, year group, student ID (if you're a Bath Spa student).

Data sources – where we collect your data

Your personal data is collected via a consent form. Your image may be captured on video or by photograph.

How we use your information

Bath Spa University will use your image(s) in our marketing materials, which may be published online or in print. We will only use your other details to help identify the use of the picture and to help us ensure we can respect your right to remove your consent.

Legal basis and justification for processing your personal data

Under the GDPR, organisations need to identify a legal basis for processing your data. You can find these below.

We process your data with your consent. 

Who has access to your personal data

Your personal data will be shared with Bath Spa University Marketing and International recruitment and event teams and other departments and colleagues within the University.

We may share access to photos and video content to third parties for reasons including but not exclusive to, design agencies, printers, third party websites, and for wider distribution. 

Where your data is stored

Original photo/ video content is stored on a secure server managed by Bath Spa University. Consent forms are stored offline in a secure location.

How long do we keep your data?

We will retain your personal data for 25 years, after which it will be archived.

Withdrawing your consent

If at any time you would like to withdrawal your consent, contact

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