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 that you share with us, or that we get from other organisations and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.
Facilitating our legal requirements, organisation policy and services to our customers (consumers) through using your personal data allows us to make better decisions, communicate more efficiently and, ultimately, ensure you receive the services required.
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 supplier, contractor or client of Huddersfield Students’ Union we will register information on you at the point of application or contract which is required to enable us to progress a relationship with you.
The specific information we collect, store, use and share can be found in Table A.
3. When can we 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:
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 information.
5. 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:
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.
6. Data retentionWe 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.
7. Your choices and 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:
Object to us using your information in certain circumstances.
8. 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
Specific Purposes |
How is this used? |
How is the information shared? |
How long is it kept? |
External Speakers Name Email address Student ID Role title Business Interests |
For the administration of the Union To communicate with you
|
With Jotform – our digital form supplier With The University of Huddersfield |
Two years |
Media Sales Clients Name Email address Telephone Business name Postal address Role title Signature Bank Details Unique Tax Reference |
For the administration of the Union To communicate with you With consent to market key information we think is relevant to you
|
Campaign Monitor – our email system Google Drive |
Three years |
Event Clients Name Email address Telephone Postal address Signature Bank Details Unique Tax Reference |
For the administration of the Union To communicate with you With consent to market key information we think is relevant to you
|
|
Two years |
Invoice Payment Name Bank details Unique Tax Reference |
For the administration of the Union
|
HMRC HSBC our bank |
Seven years |