PRIVACY NOTICE – STUDENTS’ ASSOCIATION

The Students’ Association is committed to looking after any information that we hold about you.  We aim to be clear about what we will do with your data. 

This privacy notice explains when and why we collect personal information about you and how we will use this information, including the ways we might share this with others. It also explains how we keep your information secure as well as the rights you have in relation to the information we hold about you. 

The privacy notice will be regularly reviewed to make sure it contains the most up-to-date information. You should check our website to review a copy of our most recent privacy notice. If we make any significant changes to our privacy notice will contact you to let you know. 

If you have any questions you can contact us on – 0141 849 4151.

Who we are

The Students’ Association of the University of the West of Scotland (referred to in this notice as the “Students’ Association”, “We”, “our”, or “us” is the data controller under the data protection legislation. This privacy notice sets out how we process personal data about our past, current or prospective members (referred to in this privacy notice as “you” or “your”). 

What type of information do we collect about you?

We will collect a variety of information about you. For example:

  • Your name, address and date of birth
  • Information relating to your academic achievement at UWS
  • Information relating to your family or personal circumstance, so we can assess your entitlement to receive hardship from us or to ensure we can provide you with the appropriate support. 

In some cases we may also hold sensitive personal information about you, such as:

  • Information regarding any medical conditions or disabilities you may have, so that we can ensure you are appropriately supported when using our services or taking part in our activities. 
  • Certain criminal convictions, where you have chosen to disclose this information so that our advice service can assist you. 
  • Information about your racial or ethnic origin, religion or similar beliefs, your gender identity or your sexual orientation, where you have chosen to provide this information to use our services. 

What are the sources of the information we hold about you?

The Students’ Association collects information about you in the following ways:

  • Information given to us by the University of the West of Scotland. All students are automatically made members of the Students’ Association when they enrol to study at UWS, unless they opt out. They provide us with your name, student ID number, your date of birth and other information related to your studies.   We have a data sharing agreement with the University to make sure the information that is passed to us is done so in line with the law. 

Information you provide to us directly when you:-

make contact with us to make an enquiry, raise a concern or give a complement.

  • apply to join a society
  • use our advice service
  • buy a ticket for our events online. 

 

How will we use your information

We will use the information we hold about you for the following purposes:

  • Making decisions about whether or not you are eligible for emergency hardship funding
  • Supporting you through our advice service
  • To enable you to vote, and access our other services online. 
  • To determine whether you are eligible to join one of our Societies or Liberation groups
  • Dealing with any enquiries or complaints that you make
  • Dealing with disciplinary and any misconduct matters
  • Carrying out research and statistical analysis
  • Acting on feedback you have provided to us
  • Compiling records and statistics for research and audit purposes and management information. 

Why do we need to process your personal data? 

We need to process your information is to verify that you are a member of the Students’ Association and eligible for our services. Our online Case Management System, OASIS, helps ensure that we keep accurate records to enable our staff to provide the highest quality support and advice to you. We have outlined the different reasons that we have to process your information below: 

 

Consent

There may be some occasions where we seek your consent to process the information you provide to us. In those cases will provide full details of what you are consenting to, so that you will be able to carefully consider whether to provide that consent. For example, when accessing the Advice Service you may disclose sensitive information that we need to process in order to assist you.

 

Contractual Obligations

In certain circumstances, we need your personal information to comply with our contractual obligations. For example, if you purchased an event ticket online we will use the information you have provided to deliver this to you. 

 

Legal Compliance

If the law requires us to, we may need to collect and process your data. For example, we may pass on details of people involved in criminal activity affecting the Students’ Association to the police or other similar agencies. 

 

Legitimate Interest

In other cases, we have a legitimate interest in processing your information in a way which might be reasonably expected for the purpose of running a membership organisation. For example, we will use your email address to send you information about our elections. 

 

How long will we keep your information for? 

We will only keep the information we hold about you for as long as we need it. 

If you have used our advice service, we will keep the data for a maximum of 8 years, or until you have completed your studies at UWS. 

 

Anonymised statistical information is kept by the Association indefinitely to allow us to track trends. 

Who has access to your information and who will we share your information with?

There will be times where we may share the information you provide with third parties. In some cases this data sharing is optional and you will be given a choice about whether you want us to share your data at the time you provide us with the information. However, in some cases we will not offer you a choice because we have to share your information to ensure we can provide services to you, or to make sure we can meet our legal or statutory obligations. We will always make sure that when we share information about you, that we do this in line with legislation and that we only share the minimum amount of information that is needed. The most common data sharing we carry out is as follows:

  • Our authorised agents and contractors where there is a legitimate reason for doing so, such as our website provider and the host of our casework management system. 
  • The National Union of Students (NUS), where you have elected to attend a conference, event or training as a delegate of the Association. 
  • The University of the West of Scotland, where information is provided in order to keep you safe. 
  • Crime prevention and protection agencies such as the Police or Social Work. 

What choices do you have in relation to your information? 

Under the legislation you have certain rights in relation to the information we hold about you:

  • To obtain access to, and copies of personal data we hold about you
  • To require us to stop processing your personal data if the processing is causing you damage or distress; 
  • To require us to stop sending marketing communications; 
  • To require us to correct any personal data we hold about you that is incorrect
  • To require us to erase your personal data
  • To require us to restrict our data processing activities
  • To withdraw your consent to our data processing activities, without affecting the lawfulness of our processing before you withdrew your consent
  • To receive the personal data that we hold about you, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another controller
  • To object on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights. 

 

Many of the rights above are not absolute so there may be times when you make a request to us and we are unable to meet it in full, but if this is the case will explain to you fully why we have not been able to do what you have asked. You should also be aware that where our processing of your information relies on your consent, and you then decide to withdraw that consent, then we may not be able to provide all or some aspects of our services to you. 

 

How can you access and update your information? 

The majority of the information we hold on you is provided by the University of the West of Scotland. In order to change the information which is held about you by UWS, you will need to log into the Self Service Banner system, or let the University’s Student Administration team know. 

 

To access information SAUWS holds on you please email dataprotection@sauws.org.ukto request a subject access request form. 

 

How will we keep your information safe? 

All staff are fully trained on the secure handling of your personal data.  All personal information we hold about you is held on our secure servers. If we hold paper records about you they are stored securely. 

 

Does the Association carry out any automated decision making using my information?

Automated decision making is when an organisation makes a decision about you without human intervention. The Association does not carry out any automated decision making based on the information you provide to us. 

 

Do we use your information for any direct marketing?

There may be times when we send you information about events we are hosting or to promote other opportunities within the Association. You have the right to object at any time to receiving this type of communication from us. If you do object then we will stop processing your information immediately for these purposes. 

 

Will we contact you to take part in surveys?

There will be times when you may be contacted to ask that you take part in surveys. We may contact you directly or we may ask third parties authorised by us to contact you on our behalf. You can opt out of participating in these surveys by letting us know on the email address above. 

 

Will we transfer your information outside of the EEA?

No. 

 

Who is the Association’s Data Protection Officer?

The Campus Manager (Lanarkshire) is the Association’s Data Protection Officer. If you have any concerns about how we handle your personal data then you can contact the Data Protection Officer directly by email: dataprotection@sauws.org.uk

 

How can I complain about your use of my information? 

If you remain unhappy then you have a right to complaint to the Information Commissioners Office:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

E: casework@ico.org.uk

T: 0303 123 1113

 

CONTACT US

The Students' Union
Storie Street
Paisley, PA1 2HB
0141 849 4151
communications@sauws.org.uk

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