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Accommodation

Partner providers and your data

How we handle your data and how information is shared with our partner accommodation providers.

When you apply for accommodation at one of our partner providers we will need to share some of your information with them. This page tells you what we share with partner providers and what they do with that information.

For information about how the university handles your data please visit our Accomodation policies page

Processing your application

How we process your application will depend on whether you have put the partner provider as your first, second or third choice.

If you choose a partner provider as your first choice:

  • We will send your personal information directly to the provider as applicable.
  • The provider will then contact you directly to secure your accommodation booking. They will notify us when you have paid your deposit.
  • Your University accommodation application will be closed.
  • From thereafter any accommodation queries or concerns will need to be directed to the provider.

If you choose a partner provider as your second choice:

  • We will try to meet your first preference wherever possible.
  • If it is unlikely that we will meet your first preference we will contact you to advise that this is the case.
  • We will then send your personal information directly to the partner provider as applicable.
  • The provider will then contact you directly to secure your accommodation booking. They will notify us when you have paid your deposit.
  • Your University accommodation application will be closed.
  • From thereafter any accommodation queries or concerns will need to be directed to the provider.

If you choose a partner provider as your third choice:

  • We will try to meet your first or second preference wherever possible.
  • If it is unlikely that we are able to meet your first or second preference we will contact you to advise that this is the case.
  • We will then send your personal information directly to the partner provider as applicable.
  • The provider will then contact you directly to secure your accommodation booking. They will notify us when you have paid your deposit.
  • Your University accommodation application will be closed.
  • From thereafter any accommodation queries or concerns will need to be directed to the provider.

Information we share with partner providers

If you select our partner provider as a preference we will send them:

  • Your student ID number
  • Forename
  • Surname
  • Date of birth
  • Email address
  • Contact telephone
  • The course you have applied for
  • Room type preference
  • If you have specified additional requirements, for example, quiet, single sex, alcohol free accommodation
  • If you have indicated whether you have a medical condition which may affect the room you are allocated

Once our partner providers have received this information they will use it to contact you and secure your accommodation booking with them. Your course information will be used to tailor communications and events to your interests.

They will also use it to inform us if you choose not to fulfil your booking or if you cancel it at a later date.

Information partner providers share with the University

If you secure a room booking with a partner provider they will need to tell us so that we can update our records and remove you from the University accommodation waiting list. To do this they will send us:

  • Your student ID number
  • Forename
  • Surname
  • Date of birth
  • Flat/room number

Once you have moved into a partner provided site it is unlikely that they will need to share any further information with us. However, they may share information with us in circumstances where it would benefit your own safety and wellbeing or the safety and wellbeing of others.

Any information provided will be treated with confidence and only shared with other University staff and/or the provider staff where necessary, in line with the Data Protection Act.

Changing your mind about applying

If you do not fulfil your booking or if you cancel it at a later date, the provider will still need to share your details with us so that we can cancel your booking. For this purpose they will send us:

  • Your student ID number
  • Forename
  • Surname
  • Date of birth

If you do not fulfil your booking, we will assume that you no longer want accommodation and will cancel this for you.

Don't want to share your information?

In line with the General Data Protection Regulation (GDPR), you have the right to withdraw consent to the use of your data at any time.

Unfortunately, if we are not able to share your details with our partner providers we will not be able to fulfil your accommodation booking with them. If consent is not given or withdrawn at a later date then we will withdraw your application from the partner provider. If you still require accommodation then every effort will be made to allocate you University owned accommodation instead, though please note in this instance you would no longer be guaranteed accommodation.

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