This page provides information about the use of personal information provided by accommodation service applicants to the University of Cambridge.
1. What is ‘personal information’?
‘Personal information’ means any information which relates to or identifies you as an individual.
2. Who will process my personal information?
The information provided here applies to the use, sharing and disclosure of your personal information by the University of Cambridge Accommodation Service (https://www.accommodation.cam.ac.uk).
3. What personal information will be processed?
The University will use the details you provide on your application form, together with any supporting information you may be requested to supply.
4. What is the purpose and legal basis of the processing?
We use the information which you provide to help us to verify who is using the Accommodation Service, to enable us to allocate properties and to ensure that we can provide you with the best possible service.
We use the dates of birth of children in allocating properties of appropriate size and as a general guidance to the Local Authority Education department to indicate the ages of children coming to Cambridge who might need school and pre-school places.
We also use this personal data to derive statistics which inform the decisions we make (e.g. regarding the demand for particular sizes of property, the numbers of families coming to Cambridge).
These statistics are used in such a way that individual children and adults cannot be identified.
Financial data provided by certain applicants is held securely, with restricted access, to enable the calculation of subsidised rents.
We hold this data in accordance with the Data Protection Act and under the auspices of the University of Cambridge’s Data Protection Policy.
5. Who will my personal information be shared with?
Your information is shared with the North West Cambridge Development Limited if you apply to live in Eddington (North West Cambridge).
6. How can I access my personal information?
Your personal information is visible on your My Details page when logged on to the accommodation website.
7. How long is my information kept?
We store your personal information for as long as necessary to complete the application process. If you are successful, your information will be kept as part of your financial record with the university. If you are unsuccessful, your information will be normally kept for at least one year after the completion of the application process. Information about how long different types of information are retained by the University is published at https://www.information-compliance.admin.cam.ac.uk/records-management.
8. Who can I contact?
If you have any questions about how your personal information is used, or wish to exercise any of your rights, please consult the University’s data protection webpages at https://www.information-compliance.admin.cam.ac.uk/data-protection. If you need further assistance, please contact the University’s data protection team (firstname.lastname@example.org), its Data Protection Officer (email@example.com), or your prospective College as appropriate.
9. How do I complain?
If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (https://ico.org.uk/).
10. Are changes made to this webpage?
This webpage was last updated in May 2018. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified via this webpage and/or by email.