Privacy policy

Please also see SPA’s Terms and Conditions.

The SPA website is hosted by UCAS. SPA and UCAS are committed to protecting the personal information provided to us and recognise the importance of being clear about what we collect and how and why we use and retain it. To make this policy clear and easy to use, you can select and view relevant sections.

This policy is effective from 1 June 2016 and applies to the personal information we process if you visit our website or use any of our services. This could mean attending a SPA event or just browsing our website. If you have any questions, please contact us. If we make any changes to this policy, we will let you know by revising the updated date, placing a banner on the homepage of the website, or corresponding with you directly.

Who we are and how to contact us

SPA stands for ‘Supporting Professionalism in Admissions’ – we promote fair admissions and access to higher education in the UK by developing and leading on good practice in the recruitment and selection of students.

SPA is not a separate legal entity so all personal information provided by you through this website is under the control of UCAS and/or UCAS Media, who are responsible for taking care of your personal information in line with the Data Protection Act 1998 (DPA). This policy may refer to either UCAS organisation as ‘UCAS’, ‘our’, ‘us’ or ‘we’. The registered office for both UCAS and UCAS Media is Rosehill, New Barn Lane, Cheltenham, Glos, GL52 3LZ.

You can contact us in any of the following ways.

By phone:  SPA enquiries 01242 544919

By email:

By Twitter

In writing: SPA, Rosehill, New Barn Lane, Cheltenham, Glos. GL52 3LZ

Terms in this policy explained

Below are explanations of some of the privacy and other terms you may read in this policy. Further details of UCAS terms can be found by visiting the UCAS terms explained page.

Data Protection Act 1998 (DPA) – legislation that governs the use of personal information.

Personal information is information, alone or combined with other information, which may identify you. We do not consider personal information to include information that has been anonymised, so it does not allow you to be identified.

Internet Protocol (IP) address can uniquely identify a computer or network device on the internet. If this device can only be used by you, this can sometimes become your personal information.

A cookie is a text file or pixel tag which, when placed on your computer, will provide anonymised statistical data about your website browsing actions.

Website refers to either SPA’s website address or UCAS’ website address

Just visiting and browsing our website, using our Toolkit

Collecting and using your personal information

When you visit our website, we may ask for your personal information. This could include:

  • if you access our website, your IP address if this can identify you

If you are a further or higher education provider or stakeholder

Collecting and using your personal information

If you are a further or higher education provider we may collect your personal information, including your name, role and contact details if you:

  • sign up to use the SPA toolkit and provide us with your name and contact information
  • sign in to complete a SPA survey

Sharing your personal information

We may share the personal information we collect about you with:

  • employees of UCAS or UCAS Media, or our service providers, who may need to handle your personal information to progress your request or enquiry
  • crime prevention or Government bodies, if we are required or permitted by law to disclose the information to them for the purposes of preventing or detecting crimes of any nature

Social media

How we collect your personal information

If we engage with each other through social media, we may collect information contained in your posts or blogs, comments, likes, voting, chat, video uploads or private messaging functions from any of the social media links available to you within this website.  

How we share your personal information

Any personal information you choose to share could be accessed by the public worldwide if you choose to share any content on this site, or on Twitter. This includes disclosing personal information if you engage with SPA social media, such as posting comments on our SPA Twitter page, sending us a private message, uploading a video or tweeting us.

We cannot be held responsible for any damaging actions or behaviours which may result, following your use of this or any other related social media activity.

Social media acceptable use

When you engage with SPA social media, such as Twitter, comments you may post are live as soon as you publish them. We do not check and approve them beforehand. We will remove inappropriate posts. So you know what that means to us, please read the UCAS social media etiquette guidance.

How we use cookies and how to delete them

All about cookies

We want to make sure we provide you with very clear information about the cookies we collect, how we use them and how to disable them. Details of the cookies the SPA website uses can be found in our list of cookies. We use cookies to provide users with the functionality contained within our website, and produce anonymous information to help analyse website traffic, usage and behaviour, so we can improve the visitor experience to our website.

PDF iconList of cookies on the SPA website

Retaining your personal information

We retain personal information in line with the Data Protection Act 1998. This involves only retaining the personal information we need for business, regulatory or legal reasons. Once personal information is no longer needed, it is securely destroyed. 

Applying for a job at SPA

Collecting and using your personal information

If you apply for a job at SPA through our website or the UCAS website we will collect your name, contact details and details of the vacancies you are interested in. We will receive a copy of your CV if you upload it.

Sharing your personal information

So we can consider you for any vacancies you apply for, or contact you about any others we feel may be of interest, we will share your personal information with:

  • relevant employees of UCAS or UCAS Media, such as those handling applications, line managers who have a vacancy, or our service providers
  • the police, Home Office, and any other authorised authority who has a legal right to that information if we are required to do so by law – such as for the purposes of crime or fraud prevention

How we keep your information secure, including passwords

UCAS takes steps to make sure it holds your personal information securely and share it with people or organisations who need to access it. This includes maintaining Information Security standards in line with the international standard ISO 27001:2013.

Some of the UCAS suppliers or services are located in countries outside of the European Economic Area (EEA). In all cases, we have taken steps to ensure that any personal information they handle is treated in a manner consistent with the requirements of the DPA.


If you register with us to attend a SPA event, you may be asked to choose a password so you can book the event or training.

You must take care not to disclose your Personal ID to anyone other than your nominated representative, if you choose to. You password or security answers must not be disclosed to anyone, even your nominated representative. We will not be liable to you for loss or damage suffered by you as a result of any unauthorised third party having accessed your application or UCAS events account.

To request access to your personal information, change, delete, or stop using it

You have the right, under the DPA, to either request a copy of your personal information we hold, to have it corrected, deleted, or to ask us to stop using it.

  • To request a copy of the personal information we hold about you – please send your request in writing to: Company Secretary at UCAS, Rosehill, New Barn Lane, Cheltenham, Glos. GL52 3LZ. There is a fee of £10 for this service: make your cheque payable to UCAS, and include it with your letter. Once you have received your response, please read this supporting information document.
  • To ask us to change, delete or stop using the personal information we hold about you – please put your request in writing to UCAS, Rosehill, New Barn Lane, Cheltenham, Glos. GL52 3LZ. We will always consider your request to make changes to your personal information and write back to confirm the action we have taken.

Other websites you can access from this one

Our website and privacy policy may contain links to other websites operated by other organisations or other websites operated by UCAS or UCAS Media (such as: UCAS Events). When you click any of these links and leave our site, you will see this image . We cannot be held responsible for the protection and privacy of any information you provide whilst visiting other sites. This privacy policy applies to this website only. Please make sure you read the privacy policy of the website you are visiting.

Tue, 07/06/2016 - 14:59