Privacy Policy | Study With Us | Newcastle University

Visit the 2024 Academic Experience page for information about the 2024-25 academic year.

Newcastle University is the data controller of any data collected during the payment process. We process this data for the performance of the contract that we are entering into with you.

What information does Newcastle University Online Payments collect?

Name & Billing Address – required to process your payment.

Delivery Address – required if you have purchased items to be delivered.

Product/Event Specific Information – In some cases we may require additional information in order to provide a service. Examples include:

- For Student Verification we may ask for details such as your student number, programme of study and date of birth in order to locate your student record.

- If registering for an event that is catered we may ask for your dietary requirements so we can accommodate your needs on the day of the event.

Please be aware that information requested will differ depending on the item or event selected.

Payment Information – We will require your payment card details in order to process a payment or issue any refunds required. Your card data (not including your card’s security/CCV code) will be stored securely by our system provider and will only be used for the above purposes. Both our system provider and Newcastle University are PCI DSS Compliant, which means we adhere to a set of industry standards to ensure the highest level of data security in order to keep your cardholder data safe (Click here for further information).

Does Newcastle University Online Payments share the information it receives?

Within Newcastle University your payment card information cannot be viewed. Your other details will be accessible only to people authorised to process and allocate payments.

Your personal information is shared with our system providers for the purposes of recording transactions and maintaining accurate records.

Occasionally we may want to share your data with other third parties other than those set out above. In cases like this you will receive notice when information about you might go to third parties and the purpose of sharing this information. You will have an opportunity to choose not to disclose this information.

We will share your data if required to do so by law. Your data will be stored securely within the European Economic Area (EEA).

How long do we keep your information for?

In line with HMRC and Newcastle University finance regulations, we must retain payment information for a minimum of 7 years. We do not store any card details within the University

If you would like more information about how we manage personal data more generally, including your rights under law, and the contact details of the University’s Data Protection Officer, please see our website: http://www.ncl.ac.uk/data.protection/PrivacyNotice.htm