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Student Privacy Notice

1. Purpose of this Notice

Huddersfield Students’ Union (“Union” "we", "our" and "us") is committed to protecting the privacy and security of your personal information.

This privacy notice along with our Data Protection Policy describes how we collect and use personal information about you for the purpose of providing a wide range of opportunities and services that aim to have a positive impact on your time as a student at The University of Huddersfield. 

Throughout this notice “you” and “your” refers to those expressing an interest in becoming a student at the University of Huddersfield (both prior to and at formal application stage), together with those who later become a registered student at the University, in accordance with the General Data Protection Regulation (GDPR).

Huddersfield Students’ Union is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

2. The kind of information we hold about you

As a student at the University of Huddersfield we collect and use information about you to provide a wide range of services and opportunities. This information includes your University enrolment details, information relating to our services you engage with, products you purchase and other information that you give us or that we collect, including information about your use of internet connected devices.

The specific information we collect, store, use and share can be found in Table A.

3. When can us use your information?

Huddersfield Students’ Union and other organisations and service providers that we work with or partner with (as described in the ‘how will your information be used?’ section below) may use your information:

  1. Where our use of your information is necessary for us to perform a contract or contracts that we have with you. These contracts include being a member of the Students’ Union, being a member of a sports club or society or participating in an event or activity.
  2. Where our use of your information is for the purposes of our legitimate interests or the legitimate interests of the third parties we work with where we have made sure your information, and rights, are protected. For example, we may rely on this legal basis if we and/or the other companies use your information to understand and improve our products or services, to help find out what information, products or services are most likely to interest you, to send or show you information, offers and online advertisements for these products or services.
  3. Where we believe it is necessary to use your information to comply with legal obligations. This includes making reasonable adjustments for disabilities and to ensure the health, safety and security of our students.
  4. Where we have your consent to:
  • Collect technical information such as data from cookies and similar technologies a described in our Cookies Statement.
  • Use your information for marketing to you be email, text message and other methods of electronic communication from time to time in line with what you tell us. 

       e. We may also use your personal information in the following situations, which are likely to be rare:

  • Where we need to protect your interests (or someone else's interests).
  • Where it is needed in the public interest or for official purposes.

Where we rely on your consent to use your information, you have the right to withdraw that consent at any time. Please see the ‘Your choices and rights’ section for more details.

4. How will your information be used?

We will use the categories of information listed in Table A primarily to allow us to perform our contract with you, enable us to comply with legal obligations and where you have given us consent. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal informatio

5. Automated decision-making

5.1 Building profiles

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:

  1. Where we have notified you of the decision and given you 21 days to request a reconsideration.
  2. Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights.
  3. In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.

If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

5.2 How we use profiles

Where you have given us consent we use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our members. Profiling also allows us to target our resources effectively, which members consistently tell us is a key priority for them.  We do this because it allows us to understand the background of the people who study at the University and helps us to deliver appropriate services and information to members who need it.

When building a profile, we may analyse geographic, demographic and other information such as interests, motivations and values in order to better understand your preferences in order to contact you with the most relevant communications. Your data would only ever be analysed or profiled through encrypted and protected data processes, which only ever identifies broad statistics. In doing this, we may use additional information from third party sources when it is available.

6. Marketing and Communications

6.1 Email Communications

As a student we believe you have a legitimate interest in hearing from us about the products and services we offer, what we’re doing to represent you and opportunities that might be of interest to you. You may opt out of these communications at any stage by clicking the unsubscribe link contained within the email.

6.2 Direct Marketing

As a charity we need to fundraise to provide the services we offer. We send marketing material on behalf of our advertising customers to our students where you have told us that we can. We do not sell or share personal details to third parties for the purposes of marketing.

6.3 Controlling what you want to hear about

We want to make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data or contact us using the details at the end of this notice.

7. How do we keep your data safe?

Personal data collected and processed by us may be shared with Students’ Union employees and volunteers and under strictly controlled conditions the following groups where necessary under the direction of the Data Protection Policy:

●   Contractors

●   Advisors

●   Agents

●   Service provider partners

When we allow access to your information, we will always have complete control of what they see, what they are allowed to do with it and how long they can see it. We do not sell or share your personal information for other organisations to use.

8. Data retention

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

9. Your choices and your rights

You have a number of rights in relation to your information, and can make a number of choices about how we collect and use it. For example, you can decide not to receive marketing material from us, change the way you receive communications, and object to some of the ways we use your information.

Note that some of the choices or changes you make may impact our ability to maintain a relationship with you and your contract may need to be terminated. We will notify you if such action is necessary.

You can contact us using the details below to:

  • Request access to your information if you can’t access it yourself through the online portal;
  • Ask that we update, complete or correct your information;
  • Ask that we erase or restrict our use of your information;
  • Object to us using your information in certain circumstances.

10. If you have any questions about this privacy notice

Please contact the Students’ Union for all enquiries using the following details:

Email: students.union@hud.ac.uk (Please use “Data Protection” as the subject)

Phone: 01484 473555

Post: Data Protection, Huddersfield Students’ Union, Queensgate, Huddersfield, HD1 3DH

Table A

Specific Purposes

How is this used?

How is the information shared?

How long is it kept?

Perspective Students

Full Name

Email Address

Student ID

Faculty

Department

Telephone

Postal Address

 

To communicate with you

 

With Campaign Monitor – our email system

With our printers for address labels

 

Two months

Student Members

Full Name

Email Address

Student ID

Date of birth

Course

Year of study

Level of study

Student status

Faculty

Department

Gender

Nationality

Domicile

Photo

 

For the administration of the Union

To communicate with you

With consent to market key information we think is relevant to you

Research to understand our performance

 

With One Voice – Our website provider

With Campaign monitor – our email system

 

One year from graduation

Non-member Information

Name

Student ID

Email Address

Date of birth

 

For the administration of the Union

To communicate with you

With consent to market key information we think is relevant to you

Research to understand our performance

 

With One Voice – Our website provider

With Campaign monitor – our email system

 

One year from graduation

Guest website accounts

Name

Date of birth

Email address

Photo

 

For the administration of the Union

To communicate with you

With consent to market key information we think is relevant to you

Research to understand our performance

 

With One Voice – Our website provider

With Campaign monitor – our email system

 

Two years after last log in

Lifetime Members

Name

Email address

Date of birth

Student number

Postal Address

Proof of study

 

For the administration of the Union

To communicate with you

With consent to market key information we think is relevant to you

 

With One Voice – Our website provider

With Campaign monitor – our email system

 

100 years

Photography and videography

Images of individual

 

For the administration of the Union

To be used in Union communications

 

 

With One Voice – Our website provider

Our social media channels including:

Facebook

Instagram

Snapchat

YouTube

Vimeo

 

Three years

Accident or Incident records

Name

Student ID

Date of birth

Telephone number

Email address

Relevant medical information

 

For the administration of the Union

As a legal obligation

 

With Jotform - our digital forms provider

Relevant services or agencies as required by law or for the vital interests of the student

 

Five years

Behaviour reporting

Name

Student ID

 

For the administration of the Union

To communicate with you

 

With Jotform - our digital forms provider

With the University of Huddersfield

 

 

Two years

Club, Society and Activities Participants (additional info to membership status and website account)

Postal address

Group membership

Emergency contact details

 

 

For the administration of the Union

To communicate with you

With consent to market key information we think is relevant to you

Research to understand our performance

 

With One Voice – Our website provider

With the University of Huddersfield

Associations, Organisations or National Governing Bodies – associated with sports club or society membership

Clothing or equipment providers associated with sports club or society membership

 

 

Two years

Committee Members and Activity Leaders (additional info to membership status and website account)

Role title

 

For the administration of the Union

To communicate with you

Research to understand our performance

 

With One Voice – Our website provider

With the University of Huddersfield

Google – our web form provider

Jotform – our web from provider

Star coaches and A1 taxis or other transport providers we use

External trip, event or activity providers connected to your activities

 

Two Years

Volunteers (additional info to membership status and website account)

Role title

Emergency contact details

References

Right to work in the UK

Disability information

 

For the administration of the Union

To communicate with you

With consent to market key information we think is relevant to you

Research to understand our performance

 

With One Voice – Our website provider

With the volunteering organisations we work with

 

 

Two years

Charity fundraisers (additional info to membership status and website account)

Role title

Group membership

 

For the administration of the Union

To communicate with you

 

 

 

Two years

Expenses Claims

Name

Student ID

Signature

Bank Details

 

For the administration of the Union

To communicate with you

 

 

 

 

Student Drivers

Name

Student ID

Email address

Date of birth

Gender

Health records

Criminal record (driving convictions)

Nationality

Domicile

Telephone

Photo

Postal address

Role title

Group membership

DVLA number

Signature

Driving accidents

MOT certificate

Motor Insurance certificate

 

For the administration of the Union

To communicate with you

 

With Endsleigh, QBE and CHUBB and any other insurance providers we work with

With Enterprise Rent-a-car, Arrow or other vehicle rental companies we work with.

 

Two years

Election Candidates

Name

Student ID

Email address

Telephone

Date of birth

Ethnicity

Gender

Disability

Sexual Orientation

Course

Year of study

Level of study

Nationality

 

For the administration of the Union

To communicate with you

Research to understand our performance

 

With One Voice – Our website provider

 

 

One year

Campaigners (additional info to membership status and website account)

Ethnicity

Gender

Disability

Sexual Orientation

Parent/Carer

 

For the administration of the Union

To communicate with you

 

 

With google – our web form provider

 

Three years

Insight (additional info to membership status and website account)

Ethnicity

Gender

Disability

Sexual orientation

Religion

Parent/carer

 

For the administration of the Union

Research to understand our performance

 

 

 

 

One year

Course Reps (additional info to membership status and website account)

Role title

 

For the administration of the Union

To communicate with you

Research to understand our performance

 

 

 

Two years

Advice Centre Users

Name

Student ID

Email address

Telephone number

Address

Date of birth

Ethnicity

Gender

Health records

Disability

Sexual orientation

Religion

Sex life

Faculty

Department

Course

Year of study

Level of Study

Nationality

Domicile

Fee status

Parent/carer

Photo

Job status

Group membership

Role titles

National Insurance Number

Signature

Bank details

P45/P46

Emergency contact details

References

Right to work in the UK

Disciplinary record

Business interests

Family relationships

Financial bonding

 

For the administration of the Union

To communicate with you

Research to understand our performance

 

Advice Pro – our advice centre records software

 

Six years after graduation