General Information

We “Swansea University”, are committed to protecting the privacy and security of your personal information. Under data protection law, we are a “data controller”. This means that we hold personal information about you and are responsible for deciding how we store and use that personal information. As a data controller, we are required to inform people about the ways in which we use their personal information. We need to tell you about the types of personal information we collect, the purposes we use it for, the legal reasons contained in the General Data Protection Regulation and Data Protection Act 2018 which allows us to use it in these ways, how long we retain the information for and how you can exercise your rights.

The Data Protection Officer

The University has appointed a Data Protection Officer:

Data Protection Officer,

Vice-Chancellor’s Office,

Swansea University

Singleton Park




Your personal data and its processing

We define personal data as information relating to a live, identifiable individual. It can also include "special categories of data", which is information about your racial or ethic origin, religious or other beliefs, physical or mental health, the processing of which is subject to strict requirements. Similarly, information about criminal convictions and offences is also subject to strict requirements. "Processing" means any operation which we carry out using your personal data, for example obtaining, storing, transferring or deleting.

We only process data for specified purposes and if it is justified in accordance with data protection law. Details of each processing purpose and its legal basis is given in each privacy notice provided - please consult the one more relevant to your relationship to the University.

How long we keep your data for

Unless specific time periods are given in the relevant Privacy Notice, your data will be kept in line with the University's Records Retention Schedule.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

If you need more detailed advice on how long your data will be kept for, please contact the data protection team.

Your rights as a data subject

Data protection legislation provides individuals with a number of different rights in relation to their data. For further information in relation to your rights including if you wish to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please visit our webpage for further information or contact the data protection team.

Withdrawing consent

If we are relying on your consent to process your data, you may withdraw your consent at any time. Information on how to do this will be provided at the time consent is provided.

Exercising your rights, queries and complaints

For more information on your rights, if you wish to exercise any right, for any queries you may have or if you wish to make a complaint, please contact the data protection team.

Complaint to the Information Commissioner

You have a right to complain to the Information Commissioner's Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO's website.

Privacy notices

Please consult the privacy notice that best fits your relationship with the University. Please note that in addition to these notices you may on occasion be provided with additional privacy information where we need to tell you about something not covered by one of these notices.

Student Privacy Notice (enrolled students)

Student Applications to Swansea University

Staff Privacy Notice

Applications to Swansea University Privacy Notice (Staff) 


Using Personal Data for Research Purposes

Events Privacy Notice 

Visitors to Swansea University

Recording of Meetings and Lectures Privacy Notice

Recording of Meetings Privacy Notice (Student Cases and Academic Misconduct)

Covid 19 Track and Trace