Accommodation Application Process
Data is collected through our dedicated Accommodation Portal where an applicant of Aberystwyth University (prospective student / registered student) will be required to log in using either: their UCAS / 10 digit personal ID number, name and date of birth or their Aberystwyth University username and password in line with our Accommodation Application process.
The data collected will include (but is not necessarily limited to): full name, contact details, accessibility / disability / health details, Welsh language preference, reason for staying in Aberystwyth, accommodation preferences. The data provided in this process will be used for the purposes of the accommodation application, record and the terms of the Accommodation Licence Agreement.
The data will be held securely by the University in line with the General Data Protection Regulation / associated legislation and treated as confidential – though, it will be shared with members or staff who need access to it in order to offer the appropriate services (for example, we may need to share data with Student Support Services for independent and professional assessment if applicable and consented to by the applicant).
The processing of this data is necessary for the performance of contractual obligations and for the purposes of the University’s legitimate interests. In providing this data (including sensitive data) the applicant is consenting to its processing in relation to their accommodation requirements.
Data provided during the initial accommodation process is stored on Aberystwyth University’s in-house Student Record System (‘AStRA’ – Aberystwyth Student Records and Admissions System). Data obtained during the Accommodation Application process will be kept for the duration of the process, for the duration of any Licence Agreement stemming from the application and for the current academic year plus 5 years.
Lawful basis: Consent / Contract.