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:

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.

5. 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 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:

• 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.

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.

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:

• 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.

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