Ulster.ac.uk (www.ulster.ac.uk) is provided by Ulster University.
The Office of the University Secretary is the data controller for ulster.ac.uk (www.ulster.ac.uk). A data controller determines how and why personal data is processed.
What data we collect
The personal data we collect from you may include the following:
- questions, queries or feedback you leave, including your email address if you contact Ulster University or sign up to our email alerts
- your name
- telephone numbers
- how you use our emails - for example whether you open them and which links you click on
- your Internet Protocol (IP) address, and details of which version of web browser you used
- information on how you use the site, using cookies and page tagging techniques
Third party cookies
We use third party cookies, including Google Analytics, to collect information about how you use Ulster.ac.uk. This includes IP addresses. The data is anonymised before being used for analytics processing.
This includes anonymised information about:
- the pages you visit on ulster.ac.uk
- how long you spend on each ulster.ac.uk page
- how you got to the site
- what you click on while you’re visiting the site
We do not store your personal information through analytics information (for example your name or address).
We will not identify you through analytics information, and we will not combine analytics information with other data sets in a way that would identify who you are.
We continuously test and monitor our data protection controls to make sure they’re effective and to detect any weaknesses.
Why we need your data
We collect information to see how you use the site and our digital services.
We do this to help:
- make sure the site is meeting the needs of its users
- make improvements, for example, improving site search
We also collect data in order to:
- gather feedback to improve our services, for example our email alerts
- respond to any feedback you send us, if you’ve asked us to
- send email alerts to users who request them
- allow you to access university services, for example our student portal
- provide you with information about Ulster University courses and services
- monitor use of the site to identify security threats
Our legal basis for processing your data
The legal basis for processing personal data in relation to site security is our legitimate interests, and the legitimate interests of our users, in ensuring the security and integrity of ulster.ac.uk.
The legal basis for processing anonymised cookies data such as data for Google Analytics is your consent.
The legal basis for processing all other personal data is that it’s necessary:
- to perform a task in the public interest
- in the exercise of our functions as a University
What we do with your data
The data we collect may be shared with other agencies and public bodies. It may also be shared with our technology suppliers, for example our student software providers and customer record management systems.
We will not:
- sell or rent your data to third parties
- share your data with third parties for marketing purposes
- use your data in analytics
We only allow 3rd parties to handle your data if we are satisfied they have taken appropriate measures to protect your data. We also impose contractual obligations to ensure they protect your personal data.
We will share your data if we are required to do so by law - for example, by court order, or to prevent fraud or other crime.
How long we keep your data
We will only retain your personal data for as long as:
- it is needed for the purposes set out in this document
- the law requires us to
Children’s privacy protection
Our services are not designed for, or intentionally targeted at, children 13 years of age or younger.
We do not intentionally collect or maintain data about anyone under the age of 13.
Where your data is processed and stored
We design, build and run our systems to make sure that your data is as safe as possible at all stages, both while it’s processed and when it’s stored.
All personal data is stored in the European Economic Area (EEA).
Data collected by cookies and Google Analytics may be transferred outside the EEA for processing.
How we protect your data and keep it secure
We are committed to doing all that we can to keep your data secure.
We have set up systems and processes to prevent unauthorised access or disclosure of your data - for example, we protect your data using varying levels of encryption.
We also make sure that any third parties that we deal with keep all personal data they process on our behalf secure.
Your rights
You have the right to request:
- information about how your personal data is processed
- a copy of that personal data
- that anything inaccurate in your personal data is corrected immediately
You can also:
- raise an objection about how your personal data is processed
- request that your personal data is erased if there is no longer a justification for it
- ask that the processing of your personal data is restricted in certain circumstances
If you have any of these requests, get in contact with our Data Protection Officer.
Links to other websites
Ulster.ac.uk contains links to other websites.
This privacy notice only applies to ulster.ac.uk.
Following a link to another website
If you go to another website from this one, read the privacy policy on that website to find out what it does with your information.
Following a link to ulster.ac.uk from another website
If you come to ulster.ac.uk from another website, we may receive personal information from the other website. You should read the privacy policy of the website you came from to find out more about this.
Contact us or make a complaint
Contact the Data Protection Officer if you:
- have a question about anything in this privacy notice
- think that your personal data has been misused or mishandled
The data protection officer can be contacted at gpdr@ulster.ac.uk
About Ulster University
Ulster University is a registered charity (registered with the Charity Commission for Northern Ireland NIC100166). The Data Controller for the University is the University Secretary.
How we use your data
Your data (your name, contact details and any other information that you provide to us, including information about your engagement with the University) is held securely by the Development and Alumni Relations Office of Ulster University on its database.
All data held on this database is treated confidentially in accordance with the provisions of the Data Protection Act 1988.
The Development and Alumni Relations Office may use this data to notify you of University alumni activities, benefits and services; to invite you to participate in research; and to advise you of academic and fundraising programmes. Anonymised data may be used for statistical purposes.
The Development and Alumni Relations Office obtains data, including financial data, from third party sources which assists us in organising and planning our fundraising programmes.
Your data will not be passed to third parties for marketing purposes.
Managing the way in which we communicate with you
We are required to gather your contact details in order to process payments for merchandise/tickets and donations. In order to manage the way in which we communicate with you, please contact alumni@ulster.ac.uk or call 028 9536 7486. Alternatively, you may wish to write to us at the following address:
Alumni Relations Assistant
Development and Alumni Relations Office
Ulster University
York Street
Belfast
BT15 1ED
The Data Protection Officer provides independent advice and monitoring of our use of personal information.
You can also make a complaint to the Information Commissioner, who is an independent regulator.
Ulster University’s registration number is Z6533200.
Changes to this policy
We may change this privacy policy.
In that case, the ‘last updated’ date at the bottom of this page will also change. Any changes to this privacy policy will apply to you and your data immediately.
If these changes affect how your personal data is processed, Ulster University will take reasonable steps to let you know.
Last update on 20 May 2022.