Data Protection Information

Student sat in cafe reading/studying

Estates, Facilities & Residences collects, records, uses and in some cases shares personal information, which we hold on the users of our various services; for the purposes in which, they were intended upon collection. This Privacy Statement describes the ways in which your personal data is collected and used by the Residences Team from the initial application process to a student living in University owned or managed accommodation at Aberystwyth University. Estates, Facilities & Residences is committed to the protection and safeguarding of our user’s privacy through compliance of the General Data Protection Regulation (GDPR) and Data Protection Act 2018.

It is your responsibility to review and understand this Privacy Statement prior to providing your personal data to us. You must also review our Terms and Conditions, which are included in our Priorities Policy and Residents’ Handbook. If you do not accept and agree to the Privacy Statement and/or Terms and Conditions, you should not provide your personal data to us and you will not be able to use our products or services.


Our Privacy Statement and/or Terms and Conditions may change. If there are changes, the modified policies will be updated on our Accommodation webpage, our sister webpage Estates, Facilities and Residences and, in our Residents’ Handbook, as appropriate. Any changes will be effective from the time of their publication. Those under licence with us at the time of any changes will always be notified via email of changes that may affect them. Consequently, each time you access or use our services or otherwise engage with us, you accept and agree to the most current Privacy Statement and set of Terms and Conditions. It is your responsibility to be aware of any such changes.

As a department, we collect and process data in different forms or utilise data in conjunction with other University Departments. Within this Privacy Statement, and adjoining webpages, we will seek to cover:

  • How data is collected.
  • What data may be collected.
  • Any 3rd party data sharing (if applicable).
  • Where data is stored.
  • How long data is stored for.
  • The lawful basis for collecting this data.

Your rights

You have a right to access your personal data, to object to the processing of your personal data and to rectify, erase and restrict use of your personal data. If you have provided consent to Estates, Facilities & Residences to process any of your data then you also have a right to withdraw that consent. Please note that this may directly affect the department’s ability to provide products and services to you.

For further information in relation to your rights, please visit the University Data Protection webpages.

For further information on how your data may be collected/used/stored, please see the A-Z below.



Private Sector Accommodation Database 

Private Sector Form

To update any contact information, discuss your rights, report any improvements / suggestions or any suspected breaches of privacy / security please contact the following:

Thomas Bates 

Head of Facilities Management

Estates, Facilities & Residences

Y Sgubor
Fferm Penglais
Aberystwyth University
SY23 3FH


Dr Jonathan Davies

Data Protection Manager

Hugh Owen Library
Aberystwyth University
SY23 3DZ 


Issue date 25.05.2018 - Version number 1.0.