GDPR & Data Protection

This impacts how personal data is collected and used by organisations, including the University, the Students’ Union and our student groups. Getting this wrong could have serious financial and legal for the SU and you could also be part liable yourself for a fine.

🔐 GDPR & Data Protection: What Every Society Needs to Know

The General Data Protection Regulation (GDPR) has been in place since May 2018—and it’s a big deal. It governs how personal data is collected, stored, and used by organisations, including Keele University, Keele SU, and your student group.

⚠️ Getting it wrong can lead to serious legal and financial consequences—not just for the SU, but potentially for you and your committee too.

🛠️ How Keele SU Helps You Stay Compliant

Keele SU has built systems and tools that are GDPR-compliant—you must use these to ensure your society is protected under our data protection policies and the University’s.

If you go outside these systems (e.g. using personal email accounts or spreadsheets), you risk breaching GDPR and exposing yourself and others to legal action.

✅ What Your Society Must Do

Here’s a practical checklist to help you stay compliant:

📧 Use Official Channels

  • Only use your @keele.ac.uk society email account.
  • Never collect or store data using personal emails or unauthorised platforms.
  • Report any unofficial accounts to the SU immediately.

📋 Collect Data Responsibly

  • Only collect what you need—no more, no less.
  • Always explain why you're collecting data and how it will be used.
  • Use anonymous surveys where possible.
  • Never collect contact details at fairs—use the “I’m interested, tell me more” feature on the KeeleSU website instead.

🔒 Keep Data Secure

  • Store data on secure, password-protected platforms.
  • Limit access to only those who need it.
  • Know who on your committee is responsible for managing data.

🧹 Keep It Clean

  • Keep data accurate and up to date.
  • Have a plan for deleting old data—this is done automatically on KeeleSU.com and your society email/Teams channel.

🧾 Be Transparent

  • If you’re collecting data, provide a privacy notice explaining:
    • What data you’re collecting
    • Why you’re collecting it
    • How long you’ll keep it
    • How people can update or delete their data

🚨 Report Issues Immediately

📚 Where to Find More Info

Committee Presidents and Club Captains should familiarise themselves with these policies and know who to contact if they have questions.