Kingston University Data Protection Privacy Notice for learners who interact with the Education Liaison team

The information on this page explains how Kingston University collects, uses and shares your personal data (information) and your rights when using our chat to our student ambassadors feature. Kingston University is a data controller of your personal data, but you may also wish to read about how your information is used by ‘The Access Platform' who provide this service in their privacy notice and their terms of service. We may update this information from time to time and if we do we will publish this on our website.

Who are the Education Liaison team and what is The Access Platform?

The Education Liaison team works with learners of various ages before University to help them find out more about studying at Higher Education level generally and at Kingston University specifically. We keep records of the learners we interact with to help us to know the impact of our work and how to improve, as well as to help us report on the work we have done.

The Access Platform is an online tool which helps universities to interact with learners through conversations with and information from University students. The Access Platform works as a communication channel for Kingston University students to talk to learners in order to help them make a more informed decision about their Higher Education options.

How do we collect your information?

We collect your personal data when you sign up to chat via The Access Platform. In order to do this we will ask you to provide some information about yourself and we will also collect information from your visit to the Kingston University website. Find out more about more data protection at Kingston University.

What types of information do we collect about you?

When you sign up to chat via The Access Platform we will ask for and collect the following information about you:

  • Full name
  • Nationality
  • Postcode
  • Date of Birth
  • Email address
  • Name of the school/college you attend

How will we use your information?

We will use your information to:

  • Interact with you using The Access Platform.
  • Analyse activity through The Access Platform and report on this.
  • Make improvements to the service we are providing.
  • Ensure safeguarding procedures are met.

When you have asked to receive email marketing communications from Kingston University, we may send you these. You have the right to opt-out of these marketing communications at any time by clicking on the unsubscribe link or following the opt-out instructions provided.

What legal basis do we have for processing your information?

We process your personal data because you give us your agreement (‘consent') to this when you sign up to chat via The Access Platform. You can remove this agreement (‘consent') at any time by contacting the Education Liaison team on schoolsandcolleges@kingston.ac.uk or 020 8417 6316.

Who will we share your information with?

Your personal data will be shared with The Access Platform who provide the chat service, with full details of this provided in  their privacy notice and their terms of service.

In some circumstances we may be required to share certain information about you which may include your personal data; such as in a safeguarding incident, in order to follow the law, or to follow other regulations.

When you have asked to receive email marketing communications from Kingston University, we may share some of your personal data with other organisations working on behalf of Kingston University including:

  • UniQuest, which is an educational services company providing conversion services.
  • Net Natives, which is an advertising company.
  • In2Events and dotmailer for the purposes of distributing mailouts and emails.
  • A company that prints and distributes prospectuses and other marketing materials for the University.

Further information about this is provided in our ‘Privacy Notice for Enquirers, Applicants, Students and Alumni' (PDF).

For how long do we keep your information?

Unless required by law or other regulations to keep your information for longer, we will keep your personal data for a maximum of 2 years from your last interaction with us. Please note that this is the case even if you decide to delete your account on ‘The Access Platform.' Should you want us to remove your personal data entirely, please contact the Education Liaison team on schoolsandcolleges@kingston.ac.uk or 020 8417 6316.

How will we ensure the safety of those using The Access Platform feature?

We are committed to keeping all those who use The Access Platform feature safe and therefore have a range of measures in place to ensure this, as do The Access Platform who provide a safeguarding policy including a range of measures built into the platform itself. We carefully select, train & support staff involved in The Access Platform feature and undertake an enhanced Disclosure and Barring Service (DBS) checks for these individuals. All communications with Kingston University students and staff should only take place within the platform itself. Any concerns Kingston University staff may have regarding the safeguarding of those interacting with the service will be flagged and escalated internally in a timely manner.

Should you have any safeguarding concerns arising from use of The Access Platform feature on Kingston University's website, please contact Tim Dhir, Education Liaison & Outreach Manager on t.dhir@kingston.ac.uk.

What are your rights?

You have the following rights in how we use your information:

  • to access from us the personal data we hold about you;
  • to require us to correct the personal data we hold about you if it is incorrect;
  • to require us to erase your personal data;
  • to require us to restrict our data processing activities;
  • to receive your personal data, which you provided to us, in a structured, commonly used and machine-readable format and the right to pass that information to another controller;
  • to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights.

If you wish to remove your agreement (‘consent') for us to use your information, please contact us on schoolsandcolleges@kingston.ac.uk.

Who can you contact about your information?

If you have any questions about our use of your personal data, or would like to make use of any of your rights regarding your information, please contact the Education Liaison team by emailing schoolsandcolleges@kingston.ac.uk or calling 020 8417 6316.

Or, you can use the Kingston University Subject Access Request Form available online. For any other queries about this privacy notice or how we process your personal data you can contact our Data Protection Officer by email or by post: Data Protection Officer, Vice Chancellor's Office, River House, 53-57 High Street, Kingston upon Thames, Surrey KT1 1LQ.

If you are not happy with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under data protection legislation from the Information Commissioner's Office website.

Privacy notices