UCAS declaration

2018 entry

It is important that you read this declaration carefully so that you are happy you understand its content.

We will ask you to confirm your agreement by ticking a box in the Pay/Send section of your application. By ticking this box, we will consider that you accept the terms of the declaration set out below and the use of the UCAS website and privacy policy; we cannot process your application unless you do so.


a. How we verify the information you provide

If we, or a university or college, have any reason to believe that you or your referee have:

  • left out any relevant information, including qualifications you have completed, qualifications with an unsuccessful grade or qualifications for which you are still awaiting results
  • given false or misleading information

we may take any necessary steps to check with you and other parties, including universities, colleges and examination and awarding bodies whether the information you have provided is accurate or complete.

We have the right to cancel your application without refunding your application fee if we determine (having carried out any necessary checks), or have reasonable belief, that your application contains false information.

If you have any reason to believe that information we hold about you is not true, complete and accurate, you must tell us.

If we need to verify your identity, we may use details in your application by making checks using any official, publicly available or commercially available identity checking services. If any adverse information is revealed about you we will let you know so that you have an opportunity to respond.


b. Your personal statement

Your personal statement must be completed by you and we do undertake checks to verify that it is your own work.

If your personal statement includes material that appears to have been copied from another source, we may notify your current school, college or other UCAS registered centre (where you have given permission for UCAS to share such information) and the universities and colleges to which you have applied, whose decision it will be to take what action they consider appropriate.


c. Misuse of credit or debit card

If you pay your application fee using a credit or debit card that you do not have permission to use, we will cancel your application.

We may also cancel your application if your payment is not honoured, i.e. a bank or credit card provider refuses to pay us.


d. If we need more information about you

We, and the universities and colleges, may, at any time, ask you, your referee or your employer to provide more information about your application. For example, we may need to see proof of:

  • your identity
  • your immigration status
  • your qualifications
  • your employment history

If we do not receive that information after a reasonable period of time and by a set date, or if the information is not satisfactory, we can cancel your application without giving you your application fee back. If your application is cancelled, you will not be able to submit another application for entry in the same admissions cycle.


e. How many places can you have?

If you make an application through more than one of our application schemes, you may find yourself with more than one confirmed place.

If this happens we will ask you to accept one and withdraw from any others.


f. Your contract

Your application is a contract between you and us, and when you accept an offer from a university or college, there will be a separate contract between you and them. No one else can enforce any part of these respective contracts under the terms of the Contracts (Rights of Third Parties) Act 1999 or any other legislation.


g. If we make a mistake

We try to process applications and decisions efficiently and accurately. However, we are not responsible for any mistakes or delays, or any loss or damage suffered by you as a result of any mistakes or delays, which are due to the acts or omissions of universities or colleges or which are otherwise outside of our reasonable control.


h. What you can expect from the university or college when you receive an offer

When you receive an offer of a place from a university or college, they should also provide you with or make available to you the 'pre-contract' information which is required under consumer protection legislation. This information should include, amongst other things, relevant information about course information and costs, such as tuition fees and any other relevant costs such as for field trips or specialist equipment required for the course, arrangements for making payments to the university or college, and their complaints-handling process, including your right to cancel your contract should you change your mind. The university or college should also provide you with information about their terms, rules and regulations relating to student conduct, which explain your rights and obligations to the university or college and, likewise, their obligations to you as a student at their institution.

You should read and understand this information before making a decision about an offer, as this is likely to form the terms and conditions of the contract between you and the university or college if you subsequently enrol there. If you do not receive the required information, or you wish to make a complaint, or if you are not clear about anything relating to your offer and the information provided, you should contact the university or college directly to ask for further advice.


i. If the course cannot be offered

If you become a student, under your contract with the university or college, they must do all they can to provide the educational services in accordance with the contract you have with them. If the university or college is unable to provide these services for any reason, they should do all they can to keep the disruption to your education to a minimum, for example, by offering you a place on a suitable alternative course or providing assistance to help you find a suitable alternative place elsewhere.


j. Cancelling your application

You have the right to cancel your whole application. If you let us know within 14 days of the date on our official welcome email to you, we will refund your application fee.

To do this, please contact our Customer Experience Centre. If you cancel some, but not all, of your choices within 14 days of the date on your welcome email, we will not make any refund. For example, if you cancel choices to reduce your application to a single choice, we will not refund £11 of your £24 application fee. However, you can cancel your application within 14 days and resubmit a new application with a single choice for the lower fee if you wish.

If you want to cancel your application after 14 days, you can use Track at www.ucas.com or call our Customer Experience Centre. Your application fee will not be refunded. View our 'contact us' page on our website.

Your right to appeal if we cancel your application

If we cancel your application you have the right to appeal. Further information on how to appeal is given at the time of cancellation. All appeals will be considered within a reasonable time by an independent and senior member of staff not involved in the initial decision to cancel. An appeal may be either upheld, in which case your application will be reinstated, or dismissed, in which case your application will remain cancelled. We will let you know the outcome of your appeal as soon as possible.

The appeal process relates only to applicants whose application has been cancelled by us. If you are not happy with some other aspect of our service, please follow the separate complaints procedure.


k. How we may use your personal information

UCAS is committed to protecting your privacy by making sure that your personal information is held securely. We limit access to the personal information contained within your application to educational establishments who participate in UCAS' admissions schemes, certain organisations who have statutory or regulatory responsibilities and to trusted, non-commercial organisations to enable research about higher education. If you separately provide us with your permission, we may share your personal information for other purposes which are outlined below.

When you agree, by ticking a box in the Pay/Send section of your application, to the terms of this declaration, you will be providing your consent to the uses of your personal information, as defined by the Data Protection Act 1998, by UCAS and UCAS Media and other organisations as set out in this declaration and UCAS' privacy policy.

When you submit an application, UCAS may use your personal information for the following purposes:

Managing your application to higher education

  • We share personal information in your application with the universities and colleges that you have applied to, so that they can consider and process your application. This will also include sharing your results from the examination and awarding bodies with the universities and colleges where you hold offers.
  • We may correspond with your examination board or awarding organisation about your results and we may undertake surveys they may commission on their behalf.
  • We will, if appropriate, share information with relevant professional and regulatory bodies in connection with enquiries relating to your fitness to practise.
  • Where you apply or link your application through your school, college or UCAS registered centre, they will be able to access the content of your application, including information on your acceptance to a university or college, or if you are ultimately unplaced. This will allow your school or college to support you in submitting your application and to hold information on its outcome. They will not be able to amend your application or see any information you provide about your sexual orientation, gender identity or religious belief. You can also allow your school, college or UCAS registered centre to keep up-to-date with the progress of your application after it has been submitted.
  • If you are an international applicant, we may share personal information with UK Visas and Immigration (UKVI) in connection with verification procedures for your entry into the United Kingdom for study purposes.
  • Where available, we will also share performance information about your UK school or college with the universities and colleges to which you apply; they may use this information when they consider your application.

Reporting to organisations with responsibilities for higher education

Personal information may be provided to organisations that have either statutory or regulatory responsibilities for ensuring the effective operation of the higher education sector or monitoring the effectiveness of government policies for higher education. We will only supply personal information that identifies you for these purposes if the provision of statistical analysis is not suitable, the disclosure will not have a direct impact on your application and the uses of personal information provided are agreed under contractual terms.

Providing and enabling analysis and research about the higher education sector

  • We will retain a copy of your application and use it, sometimes in combination with other information we hold for the purpose of producing statistical analysis and research in respect of the admissions schemes managed by UCAS. Any statistical analysis reports published will not allow any individual to be identified.

  • We share personal information with the University of Essex for use through the secure Administrative Data Research Network (ADRN) to enable research about higher education where there is potential public benefit. Data is only available to accredited researchers for non-commercial purposes and information which could identify individuals is removed. Further information explaining how the ADRN protects personal information can be found here.

Other uses of personal information

  • Prevention and detection of crime - to prevent and detect crimes of any nature, we may share personal information we hold with relevant bodies, such as government departments, local authorities, the NHS, law enforcement agencies, student finance bodies, examination and awarding bodies, professional bodies and other international admissions organisations.
  • Surveys - we may send you surveys to ask for your opinions or to inform you about the development of UCAS' admissions services and admissions to higher education. Your responses will not be disclosed by UCAS to anyone else in a manner that identifies you.
  • Uses required or permitted by law - we may also share personal information we hold where we are required or permitted to do so by law.

Sensitive personal information

To support the application process, 'sensitive personal data', as defined in the Data Protection Act 1998, may be collected and shared with the universities and colleges to whom you apply.

  • To assist universities and colleges in monitoring their compliance with the Equality Act 2010, we collect details of your ethnicity and give you the option to tell us your sexual orientation, gender identity and religious belief. This information is provided to your chosen university or college after you have secured a place or at the end of the application cycle.
  • For the purposes of making sure that your chosen college or university can meet any specific needs that you may have, we ask you to provide information about whether you have a disability, special needs or a medical condition and whether you have been in care.
  • We ask you to declare if you have any relevant unspent criminal convictions or punishments. Also, if you are applying for a course leading to certain professions or occupations, such as nursing or teaching, that are exempt from the Rehabilitation of Offenders Act 1974, we will ask you to declare any spent or unspent convictions or punishments that would appear on a criminal records check. Some courses involve an integral work placement and you may not be able to undertake the placement and complete your studies if you have criminal convictions or punishments. In addition, while you may be permitted to train for these professions or occupations, you may not be able to register and practise upon completion of your course. Further information on what we mean by 'relevant', 'unspent' and 'conviction' can be found in the help text in the application which you should read carefully before answering these questions.

Confirming that you have a relevant criminal conviction or punishment will not exclude you from the application process and is collected to help the universities and colleges consider the suitability of applicants for the courses to which they have applied and to reduce the risk of harm or injury to students and staff caused by the criminal behaviour of other students. You may find further details about how a criminal conviction declaration is handled by a university or college on their website (including your right to appeal any decision they make).

Sharing personal information where you provide separate consent

As well as the uses of personal information listed above that you are required to consent to when submitting an application, we may also ask you to provide separate consent to uses of your personal information for such things as helping you access higher education or preparing for university. We will obtain your consent for these uses by either asking you to tick a box within your application or by responding to a communication, such as an email. Where you provide this consent, we will use your personal information for the following purposes:

Helping you access higher education

If you need to go through Clearing, we will share your contact details and the details of your application with universities and colleges to enable them to contact you by telephone with details of suitable courses.

Helping you access student finance

  • We share relevant details of your application with the Student Loans Company (SLC) as long as your normal residence is in England, Wales or Northern Ireland or the Student Awards Agency for Scotland (SAAS) as long as your normal residence is in Scotland. This information will be used by the SLC or SAAS in connection with any application for a loan which you may choose to make in the future. They will process your personal information in accordance with their own privacy policies.
  • We may also remind you by text or email about the deadline for submitting your application for a student loan.

Confirming your status as a UCAS applicant to help you access products and services aimed at students

  • We may provide confirmation of your status as UCAS applicant or accepted applicant to third parties for the following purposes:
    • if you have applied for a student bank account or your bank wishes to notify you of the opportunity to upgrade to a student account, or
    • you have applied for products and services that are only available to students or graduates

Further information

Please refer to UCAS' privacy policy for a more detailed explanation as to how we use personal information when you use our website. It also provides information about:

  • how to request a copy of your personal information
  • how to request us to change, delete or stop using the personal information we hold about you
  • the ways you can contact us about your personal information
  • how long we retain your personal information