Data Protection Information

On 25 May 2018, the current Data Protection Act will be replaced by the General Data Protection Regulation (GDPR), together with a new Data Protection Act.  The new legislation significantly tightens most aspects of privacy and the ways in which personal information is managed and processed.

All areas of the University use different types of information about numerous categories of individual in multiple ways. The GDPR therefore will affect many areas of University activity.

The Estates Department, along with all other University Departments, has been working to monitor compliance requirements and introduce additional measures considered necessary in preparation. Please see the department’s data protection notice below.


Information (including personal data) provided to the department will be used for the administration of your work with the University as an external supplier/contractor and for remuneration in relation to that role. AU, as data controller, will be required to collect, store, use and otherwise process information about you for any purposes connected with the goods or services provided and as deemed necessary for the performance of your contractual agreement with the University (see GDPR Article 6(1)(b)).  We will retain your information for 6 years after you cease to be an external provider.

Your information will be held securely but will be made available to Aberystwyth University staff who will require this information as part of their role.

AU staff and others

The department may also process basic personal information (names, addresses, locations etc) of staff members, students and others, incidentally, in relation to Estates work in order to allocate jobs, identify parties associated with jobs and the reporting of Estates related information.  This processing will be covered by contractual agreement, or will be undertaken as it is in the legitimate interests of the University to do so.

Should individuals require any further information or clarification regarding any of the above please contact the Estates Department on or on 01970 62(2076)

In addition, you can find further information about the University and Data Protection by clicking on the below link:

If you have any queries in relation to the above, please contact the Data Protection and Copyright Manager, Dr Jonathan Davies at

You can also contact the Information Commissioner's Office (ICO). The ICO is the UK regulator who oversees compliance with data protection legislation.