Privacy Notice 

Newcastle University is the data controller of any data collected during the payment process.  We process your personal data under the following lawful bases:  

- Performance of a contract (Article 6(1)(b)) for processing payments and fulfilling orders 

 - Compliance with a legal obligation (Article 6(1)(c)) for financial record keeping 

What information does Newcastle University Online Payments collect? 

Name & Billing Address – required to process your payment. 

Name and Delivery Address – required for your 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 Document orders we may ask for details such as your student number, programme of study and date of birth in order to locate your student record. 

-  Where we collect special category data (such as dietary requirements), we do so with your explicit consent and use it only to meet your requirements for the event. This information will be deleted after 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.  Payment card details are processed securely by our payment service provider in accordance with PCI DSS standards. Newcastle University does not have access to your full card details. (Click here for further information). 

Does Newcastle University Online Payments share the information it receives? 

Within Newcastle University your payment card information will usually only be accessible to the person processing your payment. This cannot be viewed by any Newcastle University staff following payment authorisation.  Your other details will be accessible only to people authorised to process and allocate payments. 

 We share your data with:  

- our payment service provider (to securely process transactions)  

- our online payment platform provider  

- printing and fulfilment providers (where required for delivery)  

 
 
We will share your name and delivery data with the third party printers that they use in order to fulfil your order.  
 
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. After this period, data will be securely deleted or anonymised where appropriate. 

Delivery information will be kept for three months. After this period, data will be securely deleted. 

Your Data Rights 

You have rights under data protection law, including the right to access your data, request correction or deletion, and object to processing. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO). Further details are available in our main Privacy Notice . 

Contact Us 
If you would like to discuss this further, please contact us at paymentshelp@ncl.ac.uk  
 
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