Updated 19 January 2015
At UCAS, we are committed to protecting the personal information that you provide to us, and recognise the importance of being clear about how we intend to use it.
All personal information provided by you through this website will be under the control of UCAS and UCAS Media, who will both be responsible for taking care of your information in line with the Data Protection Act 1998 (DPA). This policy may refer to either organisation as "our", "us" or "we". The registered office for both organisations is Rosehill, New Barn Lane, Cheltenham, Glos. GL52 3LZ.
To navigate, either scroll down or click on a topic below.
- Some terms explained
- How we may collect your personal information
- How we may use your personal information and what we may collect
- Sensitive personal information
- Who your personal information may be shared with
- Your Apply and Track login ID and password
- All about cookies
- Keeping your personal information up-to-date and our translation services
- Other websites you can access from this one
- Sharing your information through social media
- All about our marketing
- How to stop us contacting you for marketing purposes
- Display marketing and how to switch it off
- How to ask us to access your personal information, change, delete or stop using it
- Contact us
Below are explanations of some of the privacy and other terms you may read in this policy. Further details of other UCAS terms can be found by visiting the UCAS terms explained page, or via the link in the footer of the UCAS website.
- Personal information is information – alone or combined with other information – that may identify you. We do not consider personal information to include information that has been anonymised, so that it does not allow you to be identified.
- Sensitive personal information is personal information that is considered as 'sensitive personal data', as defined by the DPA.
- Data controller is an organisation or person who on their own, or jointly with another organisation or person, is responsible under the DPA for your personal data. UCAS and UCAS Media Limited will both be acting as data controllers when you use this website.
- UCAS is an abbreviation for the Universities and Colleges Admissions Service (UCAS).
- Learning provider is your current or proposed school, college, training provider or university.
- Examining bodies are those examination boards in the United Kingdom responsible for setting and awarding secondary education level qualifications, such as GCSEs, Standard Grades, A levels, Scottish Highers and vocational qualifications, to students in the United Kingdom. Examining bodies for any international applicants are those equivalent organisations in their relevant country, who are authorised to act in the same capacity.
- Declaration is the declaration we ask you to read and provide your consent to by checking a box when you complete and submit an application for your chosen scheme. You can click here to see a copy of the declaration for each application scheme.
- Nominated representative is the person you tell us about that you are happy for UCAS to speak to on your behalf about all aspects of your application. You do not have to nominate a representative but if you do, make sure they are happy to act in this way and that we will hold their personal details, which includes their name and contact details.
- Internet Protocol (IP) address can uniquely identify a computer or network device on the internet. If this device can only be used by you, this can sometimes become your personal information.
- A cookie is a text file or pixel tag which when placed on your computer, will provide anonymised statistical data about your website browsing actions.
- Website refers to our website addresses:
UCAS – www.ucas.com
UCAS Undergraduate Apply – www.ucas.com/ucas/undergraduate/login
UCAS Undergraduate Track – https://track.ucas.com
UCAS Postgraduate Apply – www.ucas.com/ucas/postgraduate/login
UCAS Conservatoires Apply – www.ucas.com/ucas/conservatoires/login
UCAS Conservatoires Track – www.ucas.com/ucas/conservatoires/login
UCAS Teacher Training Apply – www.ucas.com/ucas/teacher-training/login
UCAS Teacher Training Track – www.ucas.com/ucas/teacher-training/login
When you visit our website, we may ask you for personal information to allow us to contact you to deal with your application, request or enquiry. This includes:
- Where you complete any of the input areas within the website, such as 'Find a course', 'Apply and Track' and 'Finance and support', including your completed declaration.
- Corresponding with you in ways you would expect, including by phone, letter, email or SMS.
- If we engage with each other through social media, information contained in your posts or blogs, comments, likes, voting, web chat or private messaging functions from any of the social media links available to you within this website.
- If you provide us with personal information in any free text box, such as giving us your feedback or your personal statement.
- When you complete and submit an application, including any supporting information and your chosen payment details.
- When you create a unique login to Apply and Track your application, if you use our Apply and Track services.
- If you decide to opt-out of receiving marketing material and we keep a record.
- Personal information in the form of educational qualifications provided to us by third party examining bodies.
- If you enter your details to search for a course or event: your location and postcode.
- If you complete an application and profile (all applicants) so we can process and validate your application or request: your name, post and email addresses, phone numbers and your nationality. We also ask for details of your previous school(s) or college(s) you have attended and qualifications you have or are likely to achieve. We also request your previous employment, including paid, unpaid or voluntary work, including participation in any organisation, such as summer schools in preparation for higher education. We require references where relevant and your personal statement, which will support your application. If you add a personal statement in the free text box, any personal information you may choose to provide us with. We may also collect sensitive personal information as described in the 'Sensitive personal information' section below.
- If you complete an application form and live outside of the European Union (EU): we will ask for your visa and passport details to check your identity and confirm you are able to study in the UK.
- Your chosen payment details: if you pay any fees.
- If you contact us in the ways we provide in this policy: any relevant personal information you may provide.
- If your parent or guardian registers to receive our parent newsletter: their name and contact details.
- When you access our website: your IP address if you are the only person who has access to your computer or device and it can identify you.
- If you are happy to be kept informed because you have expressed an interest through submitting an enquiry, requested information or submitted an application: your name and preferred contact details, postcode, current school and preferred university, including the subject you are currently studying or may wish to study. We will also record if you are considering studying overseas, taking a gap year, or starting an apprenticeship. For more information about marketing, please read the 'All about our marketing' and 'How to stop us contacting you' sections below.
- If we ask your opinion about our products or services, inlcuding study areas: your preferred contact details and whether you are happy to receive marketing. If we invite you to participate in surveys, whilst your views will be welcome to us, there will be no obligation for you to respond. We will always tell you why we are asking you and who is undertaking them.
- If you choose to opt-in or opt-out of receiving marketing information: your name, contact details and suppression choices.
- If you have decided to nominate a representative to speak to UCAS on your behalf and that representative provides us with additional personal information that is relevant to you.
- If you register to use Apply and Track to apply and track the progress of your application and provide and manage your login: your username and chosen password, the answers to the security questions and your name and email address.
- To undertake a check of your identity or validate your application or student status if we ever need to: further details about why and how we may need to do this are set out in the declaration provided to you when you submit your application.
- For statistical and historical purposes: we will use your application and those of other learners to produce and publish analysis on topics such as demand for higher education, including details of the numbers of applications and acceptances, at regularly scheduled points in the current application cycle. However, no information that could identify you as an individual will be published.
During the application process, we may ask you for sensitive personal information as described below, which will be shared with your chosen college or university. However, before you submit your application, we will check that you are happy for us to hold and share it by asking you to read a declaration and provide your consent by ticking a box to confirm your agreement. If you apply or link your application through a school or college, they will not be able to access information about your religion or beliefs of a similar nature, sexual orientation and gender identity, even if you have provided permission in the application process to allow them to view your application and its progress.
- For the purposes of ensuring your chosen college or university can meet your needs, we ask you questions about your physical or mental health. in particular any disabilities or special needs you may have, or if you have been in care.
- We ask you to confirm, by selecting 'yes' or 'no', if you have any criminal convivctions. This is because both spent and unspent convictions may be potentially relevant to the admissions decision for the following reasons: if you have applied for certain courses to which convictions may be relevant, e.g., nursing or teaching, or to reduce the risk of harm or injury to college and university students and staff caused by the criminal behaviour of other students. If this is the case, the college or university which you have applied to may contact you for more information.
- To assist universities in monitoring their compliance with the Equality Act 2010, we collect your ethnicity. This information is provided to your chosen college or university once a decision on admissions has been made. It will not influence the outcome of your application.
- We ask if you are happy to tell us your sexual orientation, religious belief or belief of a similar nature or gender identity. Although you are not obliged to provide this information to submit an application, it will assist universities to monitor their compliance with the Equality Act 2010 and will not influence the outcome of your application. This information is provided to your chosen college or university once a decision has been made. It will not influence the outcome of your application.
Personal information that you give to us via our website may be transferred to other people or organisations, who may undertake the following services. We have taken steps to ensure that any personal information they handle will be in a manner consistent with the requirements of the DPA and includes:
- Employees of UCAS or UCAS Media who on a 'need to know basis' will handle your personal information to progress your enquiry or application.
- Your nominated representative, if you have an arrangement in place. We will only discuss your application, give information or take directions from them if you make us aware that you have an appointed representative.
- Your school or college that you have registered or linked your application to. The content of your application will be visible but not your religion or beliefs of a similar nature, sexual orientation and gender identity. Also, if you chose to remove your permission in the 'how you apply to school or college' section, the progress of your application will only be visible to you.
- Any organisation who may undertake surveys or gather your opinion on our behalf if the survey responses are not anonymous and you choose to provide your personal data.
- The learning provider or examination board you have previously or currently attended as a student or the provider you are making an application to attend, to validate any information you have provided in support of your application. This may include providing your sensitive personal information for any of the relevant purposes detailed in the sensitive personal information section above.
- To organisations who provide services to UCAS, such as those who provide services or products that support our information technology. Some of these services are located in countries outside of the EEA and we have taken steps to ensure that any personal information they handle is treated in a manner consistent with the requirements of the DPA.
- If you are a UK or Scottish applicant and apply for a student loan. To validate your loan application, we may be asked to share your application details with student loan organisations such as the Student Loans Company (SLC) and Student Awards Agency for Scotland (SAAS).
- Higher Education Statistics Agency (HESA); responsible for reporting placement information to Government to validate the returns made by higher education providers.
- If we are required to do so by law such as for the purposes of crime and fraud prevention, sharing relevant information with the Police, Home Office and any other authorised authority who has a legal right to that information.
- If we have gained your consent to provide your personal information to anyone else.
When you set up a user account to track your application, you must take care not to disclose your Personal ID, password or security answers to anyone. We will not be liable to you for any loss or damage suffered by you as a result of any unauthorised third party having accessed your application.
If any of your personal or contact details change, it is important you tell us straight away so that we have the most up-to-date information to communicate with you about your application. To do this, please update your information in your Apply or Track account, or use any of the methods set out in the 'Contact us' section below.
If you would like us to communicate with you in the Welsh language, please let us know by ticking the appropriate checkbox in Apply.
We remind you that any personal information you may choose to share could be accessed by the public worldwide, should you choose to share any content of this site, or your personal information by using any of the available social media buttons (e.g., Facebook, Twitter, YouTube, Pinterest, Instagram, Vine, LinkedIn or Google+). This includes disclosing personal information if you engage in UCAS social media, such as posting comments on our UCAS Facebook page, voting for your favourite blogger, sending us a private message or tweeting us. We cannot be held responsible for any damaging actions or behaviours which may result, following your use of this or any other related social media activity.
When you engage with UCAS social media, such as our Facebook page and Twitter feed, comments you may post are live as soon as you publish them. We do not check and approve them beforehand. We will remove inappropriate posts – so you know what that means to us, please read our etiquette guide.
From time to time we would like to keep you informed about UCAS products and services or products and services from other providers that we feel may be of interest to you. In all cases, you will receive this information directly from us, so your personal information will not be shared with any organisation outside of UCAS or UCAS Media for the purposes of marketing.
The type of information you are likely to receive could relate to other learning providers, forthcoming events, workshops, training or career opportunities; including specific funding, training or sponsorship opportunities or services, information about studying overseas, taking a gap year, or an apprenticeship. If your application has been unsuccessful, we may also send you details of other education establishments, courses or places available that we think may be of interest to you.
This could include information sent by us to you on behalf of organisations providing information such as student discounts, travel, banking, professional associations and public health information such as flu vaccinations.
When you register on our website, we ask you to choose your preferences, so we know if you are happy to receive this information. You can, however, stop us contacting you at any time – please see the 'How to stop us contacting you' section below.
You can stop us contacting you for marketing purposes at any time. If you no longer wish to receive marketing information from us, please either update your preferences in Apply or Track, or use one of the ways set out in the 'Contact us' section below.
We use AdTech that supports display advertising content on our website, according to the demographics (such as age, gender and interests) of the visitors to particular pages. You may opt-out of AdTech for display advertising by clicking this link: http://adinfo.aol.com/about-our-ads/. Details about cookies and how to disable them can be found in our 'Cookies policy'.
You have the right, under the DPA, to either request a copy of your personal information we may hold, to have it corrected, deleted, or to ask us to stop using it. In this section, we tell you how:
- to request a copy of the personal information we hold about you – please write in with your request to: Company Secretary at UCAS, Rosehill, New Barn Lane, Cheltenham, Glos. GL52 3LZ. There is a fee of £10 for this service made payable to UCAS, and to be sent with your form or letter.
- to ask us to change, delete or stop using the personal information we hold about you – please put your request in writing using the address in the 'Contact us' section below. We will always consider your request to make changes to your personal information and write back to confirm the action we have taken.
Please note that we cannot make any changes to your qualifications, personal statement or references. You must contact the learning or examining body it relates to.
You can contact us about most things in any of the following ways. Please note, your call may be recorded for training and quality purposes.
|By phone||From the UK||Overseas|
|After GCSEs (UCAS Progress)||0371 468 2 568|
|UCAS Undergraduate||0371 468 0 468||+44 330 3330 230|
|UCAS Conservatoires (CUKAS)||0371 468 0 470||+44 330 3330 232|
|UCAS Postgraduate (UKPASS)||0371 334 4 447||+44 330 3330 235|
|UCAS Teacher Training (UTT)||0371 468 0 469||+44 330 3330 231|
By Facebook: facebook.com/ucasonline
By Twitter: twitter.com/ucas_online
In writing: UCAS, Rosehill, New Barn Lane, Cheltenham, Glos. GL52 3LZ