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 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:
e. We may also use your personal information in the following situations, which are likely to be rare:
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:
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:
10. Members Data and non-members data sections - How is the information shared:
With our virtual fair provider Students’ Union Management System.
11. 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? |
Prospective 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 |
Two year's 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: 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 With Skedda for room bookings
|
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 With Skedda for room bookings |
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 |