1. Transparency Regarding the Use of Your Personal Data
As part of our commitment to protecting your privacy, this statement is designed to provide you with information regarding how the Office of Admissions (including the Visitor Center), part of UC Santa Barbara, collects and processes the information you share when you use our website, and each of its associated domains (together, the "Sites"), utilize the services of ours which include applying for admission, asking for information about the University, visiting campus, or when you otherwise communicate with the Office of Admissions (including the Visitor Center). This statement is applicable to individuals using the Office of Admissions services who are located in the European Union ("EU"), European Economic Area ("EEA"), and United Kingdom ("UK").
For purposes of the General Data Protection Regulation ("GDPR"), the data controller is the Regents of the University of California, with a location at 1210 Cheadle Hall, Santa Barbara, CA 93106-2014.
2. Your Personal Data We Use
Information You Provide Directly to UC
The Office of Admissions collects personal information about you called Personal Data. Your Personal Data is collected when you register or fill in a form through the UC application or on the UC Santa Barbara Admissions website, interact with Admissions staff at a variety of locations around the world, write to us via email, or if you contact the Office of Admissions. This includes information you provide when you join our mailing list, visit the campus, attend a UCSB presentation, or apply for admission to the University. Depending upon the specific Office of Admissions service you use, the information you give us includes your name, address, telephone number, date of birth, e-mail address, educational interest and background, and parental information, as well as any information about you that is associated with or linked to, or could be linked to, any of the foregoing data.
We also collect more sensitive information about you, with your explicit consent, where the processing is necessary to meet a legal or regulatory obligation, the processing is in connection with UC establishing, exercising or defending legal claims, or is otherwise expressly permitted by GDPR. This sensitive information includes information about your racial or ethnic origin and any data you offered concerning your health, disabilities, gender identity, and/or sexual orientation.
Log, Cookie and Device Data
Information from Other Sources
We also obtain information about you from other sources and combine that information with information we collect from you directly. For example, we collect information about you from test score providers such as the College Board, ACT, Duolingo and from other UC campuses. The information we obtain from other sources includes your name, address, telephone number, e-mail address, and academic information, as well as any information about you that is associated with or linked to, or could be linked to, any of the foregoing data.
We also obtain more sensitive information about you, with your explicit consent, where the processing is necessary to meet a legal or regulatory obligation, the processing is in connection with UC establishing, exercising or defending legal claims, or is otherwise expressly permitted by GDPR. This sensitive information includes information about your racial or ethnic origin and any data you offered concerning your health, disabilities, gender identity and/or sexual orientation.
3. How We Use Your Personal Data and the Lawful Basis for Such Processing
The Office of Admissions processes your Personal Data for the following purposes and bases:
- Evaluating your eligibility for admission into the University of California and UC Santa Barbara. This is generally required under the contract we have with you;
- Assessing/appraising our process for evaluating applicants for admission into UC Santa Barbara. It is in our legitimate interest as an institution of higher learning to understand and improve our processes;
- Providing you with information regarding University of California and UC Santa Barbara events and initiatives. We will generally only do this where it is in our legitimate interest and where you have not objected or withdrawn any prior consent given;
- Processing and dealing with any complaints or inquiries made by you or legally on your behalf. We do this because it is in our legitimate interest as part of the services UC offers to you;
- UC may also be required to disclose your Personal Data to authorities who can request this information by law that is binding on UC;
- Utilizing sensitive personal data in connection to the Office of Admissions services, with your consent.
- Recipients of Your Personal Data
- The Office of Admissions may share your Personal Data with the following recipients:
4. Recipients of Your Personal Data
- Other UC locations or departments: Other UC locations or departments (including but not limited to Institutional Research, Office of the Registrar, Office of Financial Aid, and Orientation and Parent Programs, and the Office of International Students and Scholars) in order to provide you with a UC Service or where it is in UC’s legitimate interests.
- Service Providers: Vendors that need access to your Personal Data in order to provide the Office of Admissions services (such as Ruffalo Noel Levitz for phone calling or email campaigns on UCSB’s behalf, or Tropicana Student Living to notify admitted students of local housing opportunities).
- UC Partners and Collaborators: When permitted by law, UC may share Personal Data with the College Board and ACT (or others) to assess outcome data and in order to support UC’s research mission.
- Public and Governmental Authorities: Entities that regulate or have jurisdiction over UC such as regulatory authorities, U.S. Citizenship and Immigration Services (reporting regarding international students), law enforcement, public bodies, and judicial bodies.
- Corporate Transactions: A third party in connection with any proposed or actual reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of UC’s business.
If your Personal Data is shared with a third party, UC will require that the third party use appropriate measures to protect the confidentiality and security of your Personal Data.
We may also need to share your Personal Data as required to respond to lawful requests and legal process; to protect our rights and property and those of our agents, customers and others, including to enforce our agreements and policies; and in an emergency, to protect UC and the safety of our students, faculty and staff or any third party.
UC takes appropriate physical, administrative and technical measures to protect Personal Data that are consistent with applicable privacy and data security laws and regulations. More information about how UC protects data, refer to the UCSB Privacy and Security page.
6. Retaining and Deleting Your Personal Data
UC will only retain your Personal Data for the duration necessary for the data collection purposes identified above, unless there is a legal requirement to maintain it for a longer period. Admissions records for enrolled students are retained for 5 years after the end of the academic year in which the student no longer attends the University. Some portions of the student record are considered “permanent” as noted in RMP-2. Some elements related to the Admission record are designated as permanently retained relative to our need for longitudinal data in order to predict future enrollment.
7. International Transfer of Your Personal Data
In order to fulfill the intended processing purposes described above, your Personal Data will be transferred outside of the European Economic Area (EEA), specifically to the United States, which does not protect Personal Data in the same way that it is protected in the EEA. UC will undertake appropriate measures to ensure adequate protection of Personal Data, including utilizing appropriate physical, administrative, and technical safeguards to protect Personal Data, as well as executing standard contractual clauses approved by the European Commission or a supervisory authority under GDPR, or obtaining your consent, where appropriate.
8. Third Party Advertising
9. Your Rights
As required by the General Data Protection Regulation and applicable EU Member State and EEA state law, if you are located in the European Economic Area, you have a right to:
- Access your Personal Data, as well as information relating to the recipients of your Personal Data, the purposes of processing your Personal Data, the duration for which the Personal Data will be stored, and the source of Personal Data that has not been provided by you;
- Rectify or correct inaccurate or incomplete Personal Data concerning you, taking into account the purposes of the processing, and the right to have incomplete Personal Data completed;
- Move your Personal Data to another controller or processor. UC will facilitate the lawful transfer of your data to the extent possible;
- Have your Personal Data erased in certain circumstances;
- Restrict the processing of your Personal Data in certain circumstances;
- Object to the processing of Personal Data in certain circumstances;
- Withdraw your consent to the processing of your Personal Data, should UC ask for your consent for the processing of your Personal Data. The withdrawal does not affect the lawfulness of processing based on your consent before its withdrawal.
- Know whether your Personal Data is being used for selective advertising. In those cases, UC will give you meaningful information about the logic involved, the significance and the envisaged consequences of such processing for your data, and the right to opt out of such advertising; and
- Lodge a complaint with a supervisory authority.
UC may be obligated to retain your Personal Data as required by U.S. federal or state law.
If you wish to exercise your rights, you can contact the UC Privacy Official identified below.
- Applicant user account creation
- Applicant Status access
- Statement of Intent to Register (SIR) online submissions
- Financial Aid Status access
- Statement of Legal Residence (SLR) submission
- Events and webinar registration
- Campus tour registration
- Virtual tour
- Spring Insight and Gaucho Transfer Fridays mobile guides
- UCSBnetID and U-Mail account setup
- Student Health Portal access
- Housing application online submission
- Orientation online registration
- Office of International Students & Scholars (OISS) student portal access
- Online class registration
If you choose not to share your Personal Data with UC or UC-approved third parties for Admissions services prior to applying to the University, it will have no negative effect on future applications. Persona Data is required for those that apply to the University as described above.
10. Questions and Complaints; UC Privacy Official
If you have questions or complaints about our treatment of your Personal Data, or about our privacy practices more generally, please feel free to contact the UC Privacy Official at firstname.lastname@example.org.
Effective Date: This statement is effective as of August 1, 2018.