About this notice

This privacy notice explains how Queen Mary University of London  processes personal data of individuals who make a call or online enquiry to our Clearing Hotline during its period of operation or otherwise contact us via other means, such as through social media channels, about Clearing enquiries. 

Queen Mary is a data controller in terms of Article 4 of the U.K. General Data Protection Regulation and we process personal data in accordance with our Data Protection Policy. 

How we use your personal data and the legal basis

We will process your personal data because it is necessary to be able to administer any application to study with a view to any future contract between us and, if you are admitted, to perform our obligations under that contract and for our legitimate interests in monitoring our recruitment and other processes and identifying fraudulent applications. We may also need personal data to respond to and defend against legal claims. 

We record telephone calls received during the Clearing period for the purposes of staff training by reviewing samples of telephone conversations conducted and, only as required, to retrieve a call that is the subject of a dispute, complaint or appeal, with a view to establishing the facts and determining the appropriate response or remedy, which will be in exceptional cases. We do this in the interests of offering a good service to any caller and in order to assist with resolution of any issues encountered by an enquirer/prospective applicant. 

If you object to this, you will need to end the call when you are told that calls may be recorded, or you can contact us after the call to exercise this right, although this may affect our ability to deal with your enquiry/application. 

You can also contact us via other, third party, channels, for example Facebook or WhatsApp, but you should understand that this is with your consent and any personal data shared over those channels is shared at your own risk. Queen Mary only becomes controller of the data when it is received into Queen Mary systems. 

Sharing your personal data with others

Any recorded calls are only used internally and not shared with any third parties unless we are required to do so by law. If you voluntarily communicate with us using a third-party channel, be aware that we have no control over the use of the data by the third party. 

How long your personal data is kept

We intend to delete all recorded call information by the end of February 2024 at the latest. Online application information will be kept in line with the relevant retention schedule/s. 

Your rights and further information

For further information, including on your rights, please see https://www.qmul.ac.uk/privacy/ 

Please contact the Data Protection Officer if you have any questions.