The following is a summary of our timeline for records retention. For full procedures see Admissions GDPR Data Retention
| UCD Applications System | Data processing information | ||
| Documents* | Unsubmitted Applications | One year after start of term applied for | |
| Unsuccessful Applicants | One year after start of term applied for | ||
| Deferrals | Retained until following year and thereafter follow timelines for that year | ||
| Successful Applicants | Seven years | ||
| Electronic Records | Unsubmitted Applications | One year after start of term applied for | |
| Incomplete Applications | One year after start of term applied for | ||
| Unsuccessful Applicants | One year after start of term applied for | ||
| Deferrals | Retained until following year and thereafter follow timelines for that year | ||
| Successful Applicants | Personal details form basis of Student Record and thereafter is covered by the Student Record Data Management Policy. Documents supplied as part of the application will be retained for Seven years. | ||
| CAO Applicants | Data processing information | ||
| Documents* | Unsuccessful Applicants | One year after start of term applied for | |
| Deferrals | Retained until following year and thereafter follow timelines for that year | ||
| Successful Applicants | Seven years | ||
| Electronic Records | Unsuccessful Applicants | By end of calendar year (e.g. applicants for entry in September 2024 to be purged by end of 2024). | |
| Offers not accepted | By end of calendar year (e.g. applicants for entry in September 2024 to be purged by end of 2024). | ||
| Deferrals | Retained until following year and thereafter follow timelines for that year | ||
| Successful Applicants | Personal details form basis of Student Record and thereafter is covered by the Student Record Data Management Policy. | ||
| Veterinary Medicine Work Experience | Two application cycles after the one initially applied for (because the decision carries forward) | ||
| PAC Applicant | Data processing information | ||
| Documents* | Admissions does not normally hold any paper documents for PAC applicants. | ||
| Electronic Records | Unsuccessful Applicants | By end of calendar year (e.g. applicants for entry in September 2024 to be purged by end of 2024). | |
| Offers not accepted | By end of calendar year (e.g. applicants for entry in September 2024 to be purged by end of 2024). | ||
| Successful Applicants | Personal details form basis of Student Record and thereafter is covered by the Student Record Data Management Policy. | ||
| Garda Vetting | Data processing information | ||
| Documents* | Vetting applications | Seven years | |
| Disclosures | Seven years | ||
| Electronic Records | Vetting applications | Seven years | |
| Disclosures | Seven years | ||
| If the student has cancelled the programme acceptance, records may be deleted sooner by request of the student. | |||
| Appeals | |||
| Any documentation received as part of an appeals process will normally be purged 18 months following resolution of the appeal/final date for appeal. | |||
| *This refers only to documents for which UCD Registry Admissions is the data owner | |||