Partner providers and your data

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

For more about how we handle your data, see our Accommodation policies page. 

Processing your application

How we process your application depends on if 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 details directly to the provider as applicable.
• The provider will then contact you to secure your accommodation booking. They will tell us when you have paid your deposit.
• Your University accommodation application will be closed.
• After this point, 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 where possible.
• If it is unlikely that we will meet your first preference, we will contact you to tell you that this is the case.
• We will then send your personal details directly to the partner provider as applicable.
• The provider will then contact you to secure your accommodation booking. They will tell us when you have paid your deposit.
• Your University accommodation application will be closed.
• After this point, 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 where possible.
• If it is unlikely that we are able to meet your first or second preference, we will contact you to tell you that this is the case.
• We will then send your personal details directly to the partner provider as applicable.
• The provider will then contact you to secure your accommodation booking. They will tell us when you have paid your deposit.
• Your University accommodation application will be closed.
• After this point, 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 the following details about you.

• Student ID number
• First name
• Last name
• Date of birth
• Email address
• Contact telephone number
• The course you have applied for
• Room type preference
• If you have listed additional requirements, for example, quiet, single sex, alcohol free accommodation
• If you have told us that you have a medical condition which may affect the room you are allocated

Once our partner providers have 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 tell 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 tell us. This is so that we can update our records and take you off the University accommodation waiting list. To do this they will send us the following details about you.

• Student ID number
• First name
• Last name
• Date of birth
• Flat and room number

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

We will treat any details you provide with confidence and only share them 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. In this case they will send us the following details about you.

• Student ID number
• First name
• Last name
• 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.

Opting out of sharing 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.

However, 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 need accommodation then every effort will be made to allocate you University owned accommodation instead. Please note in this case you would no longer be guaranteed accommodation.