Data Protection

Privacy Notice - Enquiry Forms

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

Legal basis

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 this processing is our legitimate interests in providing information about the University to prospective students; 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:

  1. Tracking whether prospective students make an application to study with us.
  2. Providing statistics for management reports.
  3. Anonymising and sharing with social media platforms to see if the adverts have been successful (you cannot be identified)

In addition, for the purpose of optimising the customer experience the University’s CRM automated systems use email tracking pixels to:

  • optimise our marketing communications
  • measure impact to ensure engagement
  • for business reporting purposes
  • ensure the university does not spam disengaged contacts

In order to do this the following information is tracked:

  • email open and click through rates
  • user’s browser and device
  • IP address and location

The legal basis for this processing is legitimate interest. Without processing, we cannot:

  • meet our interests of understanding who our prospective students and contacts are
  • enhance the journey towards making an application/working with us

Our emails make use of ‘clear image’ pixels for tracking. You can disable email open rate tracking by setting your server to receive plain text email.

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. Post

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.