Privacy

When you become a MEMBER

Each year that you enroll on a University of Wolverhampton accredited course you can opt in to become a member of the University of Wolverhampton’s Students’ Union. The University of Wolverhampton annually shares an approved register of members with us which includes information about you and your course. When the University gives us this data we become responsible for it and will use this as our core central record of your membership.




When you give it to us DIRECTLY

You may give us your information in order to sign up to a student group, for one of our events, undertake activities, use our advice service, or communicate with us. When you give us this information we take responsibility for looking after it and we will cross reference this data against our register of members.




When you give it to us INDIRECTLY

Your information may be shared with us by independent organisations, for the University of Wolverhampton, or event partners. These independent third parties will only do so when you have indicated that you have given consent to share this data with us. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.




When you give permission to OTHER ORGANISATIONS to share

We may combine information you provide to us with information available from external sources in order to gain a better understanding of our members to improve our communication methods, activities and services.

The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them.  This information comes from the following sources:

1. Third party organisations

You may have provided permission for a company or other organisation to share your data with third parties such as the Students’ Union; this could be when you use a service, register for an online competition.

2. Information available publicly

This may include information found in places such as Companies House and information that has been published in articles/ newspapers.




When we collect it as you use our WEBSITES

Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example remembering your language settings. There are more details in our Cookies Policy

The type and quantity of information we collect and how we use it depends on why you are providing it.

Our Members

If you are one of our members the University, in response to their obligations to you, provide us with a set of key information you provided at enrollment. When you use our services or participate in one of our activities we will use this information to provide the best possible standards of administration and communication. The information provided to the Students’ Union and the data sharing agreement can be available on request.

In addition when you attend an event, join a student group or use one of our services we may ask for additional information such as:

• Your date of birth to ensure compliance with age-related laws
• Your bank details to facilitate payments
• Name and address for ESF( Employment Support Fund) applications

• Information relating to your health if you are taking part in a high risk activity
• Any disabilities so that we can provide assistance where needed
• Research responses       
• Personal and academic issues you identify to us

We will mainly use your data to:

• Provide you with the services, events and activities  or information you asked for
• Administer your membership and our services
• Keep a record of your relationship with us
• Ensure we know how you prefer to be contacted
• Understand how we can improve our services,  activities and events or information

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:

• Advisors
• Service provider partners
• The University of Wolverhampton

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 undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

Some of our suppliers may  run their operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

As a member led charitable organisation it is important that our elected representatives are publicly accountable and contactable by members. We publish the names of all elected representatives alongside their assigned @wlv.ac.uk email addresses; we may also publish University email addresses where appropriate to the individual and their role such as Course Reps, Committee Members and Union Council members. Where University email addresses (wlv.ac.uk) are published the individual will be entitled to opt-out of this through by contacting the Students’ Union Data Protection Officer alternatively committee members may currently opt-out of sharing their email with group members by updating their profile on the Union’s membership system.

Membership Communications

As a member we believe you have a legitimate interest in hearing from us about the events and activities 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

Controlling what you want to hear about

We 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 on contact number /address

Keeping your information up to date        

We mostly use the record of members provided by the University of Wolverhampton to maintain accurate data about you as described above. We really appreciate it if you let us know if your contact details change.

 

Understanding the detail of our data security measures

When we process your data we will have already carefully assessed the lawful justification for doing so, the parameters in which the data is processed, the length of time the data is held for, the secure storage of your data and undertaken impact assessments to ensure your rights are delivered..

The Students’ Union operates a Data Protection Policy. All employees and volunteers handling data are required to undertake mandatory data protection training and third parties handling data are required to provide a contract which meets the requirements of the Information Commissioner's Office (ICO).

The Students’ Union does not store any sensitive card data on our systems following online transactions.

 

Lawful basis for processing

The Students’ Union may rely on one or multiple grounds for processing your personal data including:

a) You have provided consent for the processing;

b) There is a contractual commitment between the Students Union and yourself, therefore, processing is necessary to meet those contractual obligations;

c) Processing is in the public interest;

d) The information is available to the public at large; and/or

e) The processing is necessary for the purposes of legitimate interests of the Students’ Union or other third parties and does not affect the fundamental rights and freedoms of the individuals concerned.

 

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your membership or registering you for an event) we will do so.  Contact us on 01902 322021 add in appropriate contact details if you have any concerns.

You have a right to ask for a copy of the information we hold about you.  If there are any discrepancies in the information we provide, please let us know and we will correct them.

If you have any questions please send these to dataprotection.wolvesunion@wlv.ac.uk for queries, and for further information see the Information Commissioner’s guidance here.

The General Data Protection Regulation gives individuals the right to know what information is being held about them and to access this information. We provide the information free of charge and aim to complete all access requests within 30 days. In some cases where the retrieval of information is particularly complex or where there is a valid delay the period may be extended but we will let you know if this is the case. You can use the form below to request access to the information we hold about you. The information will normally be available within 30 days from the date your identity is verified.

Surname: *


First name: *


Student Number: *


Email Address: *


Date of Birth: *


Course Name: *


Year of Study: *


You are entitled to receive copies of data The Union holds about you in computerised and manual filing systems. Please indicate below the categories of data you require: *
Membership record
Employment records
Health and medical matters
Disciplinary records
Student group membership and volunteering records
Voting history
Advice Centre case files
Elected Official positions held at The Union
Personal image
Other