WhatsApp at UCA:
Privacy and data policy
UCA offers WhatsApp as a convenient way for prospective students, applicants, offer holders, current students, and other stakeholders to communicate with us.
By contacting UCA through WhatsApp, you agree to communicate with us in accordance with this policy.
UCA utilises WhatsApp for two purposes:
- A) WhatsApp conversations (two-way conversations initiated by the public).
- B) WhatsApp channel (one-way broadcasts sent to followers of the channel).
A) WhatsApp conversations
Users can message us or leave a voice note via our WhatsApp number (07891125738) to receive 1-2-1 advice and guidance from a member of the University’s course enquiry team.
How we use WhatsApp
Our WhatsApp account is primarily used for individual conversations with students and enquirers.
We may use WhatsApp to:
- Answer questions about courses and studying at UCA.
- Provide information about applications and admissions.
- Support applicants during the application process.
- Respond to enquiries about events, accommodation, fees, and student life.
- Messages will normally be sent in response to a conversation that you have started with us or where there is an ongoing enquiry requiring follow-up.
Information we collect
When you contact us via WhatsApp, we may collect:
- Your name (if provided).
- Your telephone number.
- Messages and information you share with us.
- Documents, images, or files you choose to send.
This information will only be used to respond to your enquiry, provide support, and maintain appropriate records of communications. We will only process the minimum personal data necessary to respond to your enquiry and will not request additional personal data unless required for a specific purpose.
Messages will disappear from the chat after 90 days.
Information you should not send
Please do not send:
- Bank account or payment card details.
- Passwords or login credentials.
- Sensitive personal information that is not necessary for your enquiry.
- Where more secure methods of communication are required, we may direct you to an alternative UCA system or service.
If you send sensitive or confidential information, UCA may:
- Limit the information shared via WhatsApp.
- Redirect you to a more secure channel.
- Record and manage the information in accordance with internal safeguarding or support procedures.
B) UCA WhatsApp channel
UCA operates a WhatsApp channel to share general information and updates with followers. The Channel is separate from our one-to-one messaging service and is intended for announcements rather than individual conversations.
Information shared through the Channel may include:
- Open day announcements.
- Event reminders.
- Student opportunities.
- Application and enrolment information.
- General university news and updates
Following the channel
- Following the UCA WhatsApp Channel is entirely optional.
- Users may choose to follow or unfollow the Channel at any time using WhatsApp's Channel controls.
- UCA cannot see the phone numbers of Channel followers unless they separately contact us through another service.
Respectful communication
- Users of our WhatsApp services must not:
- Send abusive, threatening, discriminatory, or offensive messages.
- Harass University staff or other users.
- Share unlawful, harmful, or malicious content.
- Impersonate another individual or organisation.
- UCA reserves the right to cease communication where these standards are breached.
Response times
Our WhatsApp service is monitored during published operating hours. While we aim to respond promptly, responses may take longer during busy periods or outside normal working hours.
WhatsApp should not be used for emergencies.
Privacy and data protection
Communications with UCA through WhatsApp are processed in accordance with the University's Privacy Notice and applicable data protection legislation.
WhatsApp is provided by Meta Platforms Inc, which operates as a separate organisation with its own terms, privacy policies, and data handling practices. This means that when you use WhatsApp to contact UCA, your personal data (including your phone number and message metadata) is also processed by Meta in accordance with its own privacy terms.
UCA does not control how Meta processes personal data outside of the messages we send and receive.
Lawful basis
UCA processes personal data received via WhatsApp under the following legal bases:
- To respond to enquiries and provide information about studying at UCA (public task and/or legitimate interests).
- To provide updates through the WhatsApp Channel where users have chosen to follow the channel.
Users initiate contact with UCA via WhatsApp and may stop using the service at any time.
Retention
WhatsApp is used by UCA solely for the purposes outlined in this policy, primarily to respond to enquiries and provide general information.
Communications conducted via WhatsApp are intended to be informal and limited in scope. Message histories will ordinarily remain within WhatsApp and are subject to WhatsApp’s standard retention functionality, including automatic deletion (e.g. after 90 days where enabled).
UCA will not rely on WhatsApp as a system of record for formal, sensitive, or ongoing case management activities.
Where a conversation falls outside of the intended purposes of this service, or where sensitive or confidential information is shared, UCA will:
- Not continue the communication via WhatsApp where it is not appropriate to do so.
- Redirect the individual to a more suitable and secure communication channel.
- Where necessary, retain relevant information outside of WhatsApp in accordance with UCA’s Records Retention Schedule and applicable policies
In these circumstances, the use of WhatsApp will be limited, and information of a sensitive nature will not be retained within the WhatsApp service beyond its standard retention settings.
Further information
For information about how UCA processes personal data, please refer to the University's Privacy Notice and Data Protection Policy.