UAL's Accommodation Services team will use information UAL already holds about you (your name, email address, phone number, address date of birth and gender)and the information you provide in your application, for the following purposes:
When your tenancy is with UAL - to enter into an agreement with you and manage your accommodation under that agreement(GDPR Art.6(1)(b)'necessary for the performance of contract')
When your tenancy is with Cordwainers - to enter into a tenancy agreement with you on Cordwainers' behalf and manage your tenancy under the agreement to ensure the accommodation is available to you and managed appropriately,(GDPR Art.6(1)(f)'legitimate interests'). Your personal data will not be shared with Cordwainers.
When your tenancy is with IQSA (Athena) Limited - to enter into a tenancy agreement with you on IQSA's behalf and manage your tenancy under that agreement to ensure the accommodation is available to you and managed appropriately, and also pass your details to IQSA so they can manage and maintain the premises in support of the same agreement (GDPR Art.6(1)(f)'legitimate interests'
When your tenancy will be with another external provider- to pass on your details to them to help secure a place for you with their accommodation (GDPR Art.6(1)(f)'legitimate interests')
Data Controllers, Processors and Sharing
UAL is a 'Controller' of your data for the purpose of your application and where UAL manage your tenancy. if you enter into a tenancy agreement with an external provider, they will also be 'Controller' of your personal data under data protection legislation when fulfilling that agreement. Please contact them directly for their privacy information, including the ICO registration and who to contact regarding your privacy rights.
Where the tenancy agreement is with UAL (As 'Controller') but the accommodation is managed by FRESH Student Living on UAL's behalf (as Processor), UAL will share your personal data with them as necessary to support the management of the building. If there are additional circumstances where they act as Controller of your data for their own purposes, they will describe this in a privacy notice on their website or at the point of collection.
Fresh Student Living and IQSA also as 'Processor' on behalf of UAL if and when UAL instruct them to process your data to support any of the purposes described in this notice where UAL is 'Controller'.
UAL also uses CBRE facilities management services to support the maintenance and security of premises it manages, and may share your personal data with them as 'Processor' acting on its behalf.
Types of Personal Data
Your name and contact details
Details about your course
Details of your enquiries, correspondence and other communication between you and UAL staff
Your room number, room changes, maintenance carried out, rent due, and payments made
Incidents, complaints or feedback
Information about your conduct, behaviour, tenancy breaches and disciplinary action
Any special requirements you have told us about (processed with your explicit consent)
UAL Accommodation Services and it's processors will provide welfare support in accordance with UAL's student welfare policies and processes agreed with the Student Services team, either with your consent or another legal basis determined under the relevant student safeguarding and counselling guidelines.
Under GDPR Art.6(1)(f) 'legitimate interests' or Art.6(1)(a)'consent' (where the contact is direct marketing), we will also inform you of events and services provided by our Social Programme aimed at supporting your health and wellbeing. You can unsubscribe from these communications by contacting the Accommodation mailbox at accommodation@arts.ac.uk or in response to any email you receive.
CCTV 'Special Category' information such as your health, disability, sexuality, ethnicity and religion will be processed and shared only with your 'explicit consent' under GDPR Art.6(1)(a) and Art.9(2)(a),except in rare circumstances where another Article 6 and Article 9 legal basis or GDPR exemption applies, for example, 'Vital Interests'to protect the life of yourself and others , or where nessesary to prevent or detect crime.
Retentions
Your personal data related to the management and performance of your tenancy agreement and events during your stay will be kept for up to 6 years after the end of your tenancy.
CCTV data will be kept for 30 days unless needed by law enforcement.
Data given under 'Consent' will be deleted within one month if you withdraw consent, or otherwise as will be described at the point where consent is first recorded if you do not withdraw it.
For any other purposes, your personal data will be used and retained by UAL's Accommodation Services' other UAL departments and processors acting on UAL's behalf only as permitted by an appropriate GDPR legal basis or exemption. Wherever possible and as required, this will be described to you in a specific privacy notice at the point of collection or use (e.g. on a feedback form, application for an event etc.)
For more information about UAL and your privacy rights, go to www.arts.ac.uk/privacy-information .