Accommodation Licence Process

After a prospective / registered student has applied for University accommodation, their application is processed and if successful, an offer of accommodation will be sent by e-mail. The applicant is then required to accept the offer via our online Accommodation Portal, along with full completion of the Accommodation Licence Pack, by a given deadline date. The Terms and Conditions of the Accommodation Licence Agreement can be found at the back of the Residents’ Handbook. The data provided in this process will be used for the purpose of the accommodation application, record and the terms of the Accommodation Licence Agreement.

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.

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. Data may also be shared with our third party service provider STEMS for the purpose of providing programmes such as induction, inventory and inspection.

Our online Induction Programme forms part of the Accommodation Licence Process and no personal data is collected at this point.

Data provided during the Accommodation Licence Pack process is stored on Aberystwyth University’s in-house Student Record System (‘AStRA’ - Aberystwyth Student Records and Admissions System). Any personal data given in the Accommodation Licence Pack will be retained in this format for the current academic year plus 5 years.

During the completion of the Accommodation Licence Pack, payment details are required in order to pay the Acceptance Fees and to set up a payment plan for the Accommodation Fees. This data is shared with the University’s Finance Department who liaise with a third party company to facilitate payments.

For more information on how this data is used, please see the Finance Department’s Data Privacy Information.

Regular inspections of University owned or managed accommodation form part of the Accommodation Licence Agreement.

The online inventory is used by residents living in University owned or managed accommodation to record the condition of their residence within 7 days of moving in.

Data resulting from inspections and inventories are recorded using a third party service provider; however, no personal data is collected in these processes. We may need to share certain data within the Department for example maintenance reports.

Lawful basis: Contract / Legitimate Interests.