Data Protection

Protecting Your Personal Data

Privacy Notice – Web Enquiry Form

Newcastle University will be what’s known as the ‘Controller’ of the personal data you provide to us.

Legal Basis

General Enquiries

Newcastle University is collecting your personal data in order to respond to your enquiry, and we will only contact you regarding this.

Our lawful basis for processing non-health related enquiries is our legitimate interests in providing information about the University to prospective and current students, as well as assessing the efficacy of our recruitment processes and systems.

If you do not provide us with a means of contacting you we will be unable to respond to your enquiry, and so the processing is necessary for us to meet that interest.

We further process data for the purpose of:

  • tracking whether prospective students make an application to study with us
  • providing statistics for management reports.
  • anonymising and sharing with Facebook to see if the adverts have been successful (you cannot be identified)

Without this we will be unable to identify areas for improvement within our recruitment process, which would be detrimental to the University; the processing is therefore necessary for us to meet that interest.

Health and Wellbeing-related Enquiries

Our lawful basis for processing your personal data and special category data under GDPR.

  • We have a legal obligation to process your data necessary for the purposes of arranging disability-related support and reasonable adjustments.
  • Where we identify a vulnerability, we will process your data necessary for the purposes of taking reasonable steps to safeguard your wellbeing. We will in most circumstances seek your explicit consent but there may be occasions where processing is necessary to comply with a legal obligation and in the performance of a task in the public interest.
  • We will seek explicit consent for the purposes of processing your data necessary for the provision of counselling/therapeutic support.
  • We will carry out a task in public interest where you have given permission to your funding body to share your data with us for the purposes of assessing financial supports including bursaries.
  • We will seek your explicit consent to process your data necessary for the purposes of assessing financial supports such as hardship.
  • Where we identify a vulnerability affecting vital interests we will report this to appropriate health care professionals or to the Police.
  • On rare occasions, where it is suspected there is involvement in criminal activities we are required by law to report this to the Police.

Consent for further contact

As well as responding to your enquiry, we would also like to use your details to contact you in the future about events, activities and other general information about studying with us. To do this, we need your consent, which you can withdraw at any time. If you agree that we can keep in touch with you, please choose the methods of communication by which we can contact you.

  • Email
  • SMS
  • Telephone

Your Data

All personal data is processed by Newcastle University staff based in the UK however for the purposes of IT hosting and maintenance this information is located on servers within the EEA. We won’t share your data with anyone outside of the University, unless required to by law.

Any information we use for marketing purposes will be kept by us until you notify us that you no longer wish to receive this information. Once a year we will contact you to check whether you still wish to receive this information; if you tell us no, or don’t respond, we will amend your contact details to ensure you aren’t contacted again. To withdraw or amend your contact methods at any time either click the link at the bottom of an email from us or contact us on email; and we will endeavour to action this within 2 working days.

Further Information

If you would like to discuss this further, please contact us on If you would like more information about how we manage personal data more generally, including your rights under  law, and the contact details of the University’s Data Protection Officer, visit our Data Protection website.