Access+ Travel Bursary claim form privacy notice

The University of Sheffield is a registered data controller with the Information Commissioner’s Office.


The registered address is:

Sheffield University
Western Bank
S10 2TN

The University of Sheffield’s Data Protection Officer can be contacted at

The data we collect and why

The information that you provide will be held in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). Your personal data will be collected and processed for the purpose of processing your claim for the Access+ Travel Bursary, maintain accurate financial records, contact you should we need to speak to you about your claim and inform you when your claim has been processed.

The University takes the security and integrity of all the personal data it holds very seriously.
We have an Information Security Policy and all staff are trained in Data Protection. We believe our systems are secure. We do not release information about anyone to any third parties outside the University unless we have a legal obligation to do so.

In order to process the claim for your travel bursary we collect data on a Gecko form. We collect the following information:

  • First name
  • Surname
  • Home address
  • Town/City
  • Post code
  • Email address
  • UCAS number (if known)
  • How the claimant meets the eligibility for the travel bursary which will be:
    • Lives in a postcode area with a low level of participation in higher education (POLAR4 quintile 1) or a neighbourhood that is assessed as being in a lower quintile in the Governments Indices of Multiple Deprivation (IMD quintile 1 or 2).
    • Care experienced
    • Estranged from their families
    • A Carer for an ill or disabled family member
    • Has parenting responsibilities
    • Was entitled to free school meals at some point during the six years prior to their final KS4 year (the year they were aged 15-16).  
    • Is a Forced Migrant
  • Photos of receipts
  • Financial information - bank account details

How long we keep information for

The personal data that you provide the University of Sheffield will be held in compliance with our Retention Schedule.

Legal basis for processing your data

Under the General Data Protection Regulation, the University must establish a legal basis for processing your personal data and communicate this to you. The legal basis for processing your personal data is for assessing and processing your Access+ Travel Bursary Claim, that processing is being undertaken in accordance with Article 6(1)(e) which states:
processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Your right of access to your personal data

You have a right to request a copy of the information that we hold about you. If you would like to request a copy of some or all of your personal data, please contact the University Secretary's Office. We want to make sure that your personal data is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate.

Your other rights as a data subject

The GDPR provides you, as a data subject, with a number of rights in relation to your personal data. You have the right to withdraw your consent where that is the legal basis of our processing, have inaccuracies in the personal data that we hold about you rectified, a right to erasure, to request that the processing of your personal data be restricted, to object to certain processing activities and to complain to the Information Commissioner's Office about the way we process your personal data.

Consequences of not providing data

The University will only ask you to provide information for which it has a genuine need. If you fail to provide any requested information in the claim form, there is a chance we will not be able to process your claim.

Who do I contact if I want to know more?

For further information about your right to access information we hold about you, to make a complaint about the way in which we are handling your personal information, or to request to be removed from our systems, please contact the Data Protection Officer at

If you are not satisfied with our response or wish to raise a complaint with our supervisory body, you may complain to the Information Commissioner’s Office.

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