Privacy Policy


This privacy policy sets out how the University of Bristol Botanic Garden uses and protects any information that you give us when you register on one of our Royal Horticultural Society courses.

The University is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

How we collect your data

  • Personal data provided by you when you apply to one of the RHS courses by paying the course deposit through the University of Bristol online shop.
  • Personal data collected from or observed about you during your studies.
  • Personal data from third parties during your studies, e.g. exam results from the RHS.

Types of personal data processed.

We may collect the following information:

  • Name
  • Contact email address
  • Contact telephone number
  • Mailing address
  • Date of birth
  • Attendance records
  • Exam results
  • We may also collect, or you may choose to provide us with, the special categories of more sensitive personal data, including medical evidence in support of access arrangements in examinations or exam deferral requests.

What we do with the information we gather

We require this information to support you on your RHS course and for the following reasons:

  • Internal record keeping.
  • Sharing Royal Horticultural Society (RHS) course, fees, and qualification information with you.
  • Registering you for RHS qualifications and assessments on the RHS web portal.
  • Registering you on the University of Bristol Blackboard.
  • Improving our products and services.

Lawful grounds for processing your personal data.

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

  • to perform a contract the University has entered into with you or take steps before entering into a contract with you at your request (for example once you have enrolled as a student, to provide you with the services agreed.
  • to comply with the University’s legal obligations (for example, preventing and detecting crime, assisting the police and other authorities with their investigations).
  • to perform tasks carried out in the public interest which are mainly set out in the University’s Charter (and related Acts, Statutes, Ordinances and Regulations).
  • where necessary for our legitimate interests or those of a third party provided your interests and rights do not override those interests (for example, providing services that do not form part of the Student Agreement, monitoring the effectiveness and performance of the University’s teaching, promoting equality and diversity, providing administrative and management services, and recovering monies owed to us).
  • to protect your vital interests or those of another person (for example where we know or have reason to believe that you or another person may suffer harm)
  • to fulfil a service you have consented to (for example, keeping you updated on training information and job opportunities).

In relation to special categories of personal data and personal data relating to criminal convictions and offences, we may request your explicit consent unless a condition applies which allows us to process such personal data without doing so.

Share your personal data with third parties.

As a Royal Horticultural Society approved provider, we are required to share certain personal data with the RHS in order to administer our courses. The following categories of personal data may be shared with the RHS:

  • Name
  • Email Address
  • Date of Birth
  • Address details (if necessary)
  • Unique Learner Number (if applicable)
  • Special categories of more sensitive personal data you have chosen to provide, including medical evidence in support of access arrangements in examinations or exam deferral requests.

For information on how the RHS processes your personal data please see their Privacy Policy.

How long the University will retain your personal data.

Student data will be kept securely for a maximum of 7 years from completion of studies in line with the University of Bristol Records Retention Policy, after which time it will be deleted.


We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

Data is stored in a password-protected database or folder on a restricted access drive. You should be aware that your information can be read by the office staff working at the University of Bristol Botanic Garden. You should not submit any personal information about third parties that may be confidential or sensitive.

Controlling your personal information

You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you, please write to,

For further information about how the University of Bristol uses personal data, please see the Student fair processing notice | University Secretary’s Office | University of Bristol.

If you believe that any information we are holding on you is incorrect or incomplete, or if you believe you have submitted any personal information that you did not wish to divulge then please contact to get the information corrected or removed.

Further reading:

For information on how the RHS processes your personal data please see their Privacy Policy.

For information on how the University of Bristol Online Shop processes your personal data please see their Privacy Policy.