Your Personal Data
Keele University Students' Union (KeeleSU) will be what is known as the ‘Data Controller’ of your personal data processed in relation to the various services and activities performed by KeeleSU for students at Keele University. This privacy notice will explain how KeeleSU will process your personal data. For our full polocies and procedures please see Our Policies.
What data we collect and why we need it
In all cases, we will only collect data that we need in order to provide and oversee services that you have requested. We may collect this from you directly, or be provided with data by Keele University under a data-sharing agreement.
We collect basic personal data such as name, student ID, contact details, and programme of study in order to carry out activities such as:
- Administration of KeeleSU elections and verification of candidates and nominees’ eligibility.
- Administration of Clubs and Societies affiliation, and recording Office Bearer status for your Higher Education Achievement Report.
- Provision of volunteering opportunities and recording volunteering activity for your Higher Education Achievement Report.
- Administration of the voice rep training programme and verification of attendance at training for the Higher Education Achievement Report.
- Administration of our other services such as Entertainment and Advice.
- Provision of online training modules.
We may also collect equal opportunities monitoring information which includes special category information such as race or disability. This information is collected in such a way that you cannot be identified from it.
The Advice Centre
The Advice Centre has its own separate privacy notice, which you can view here: Our Policies
Legal basis for processing your data
We must have a legal basis for processing all personal data. We have a data-sharing agreement with Keele University.
Our legal basis for processing your data is ‘legitimate interest’ – where we require access to data in order to provide our core services.
Access and Security
All the personal data you submit is processed by staff at Keele University Students' Union (KeeleSU) in the United Kingdom. The web interface for our databases is not accessible from the internet, only specific pre-approved IP addresses. Furthermore, connections are encrypted. The system that hosts our databases is maintained and secured according to best practices. Remote access to the system is cryptographically authenticated and connections to it are encrypted. Physical access to the system is restricted. We do not sell or otherwise transfer your data to anyone else.
How long do we keep it for
As a general rule, we keep your personal information only for as long as we need it. However, where we have statutory obligations to keep personal information for a longer period or where we may need your information for a longer period in case of a legal claim, then the retention period may be longer. After this time, data will be securely deleted.
If you need more information about how long we will keep your data in particular circumstances, please ask us.
What are your rights?
You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected, or erased. You may also have the right to object to the processing of data and the right to data portability.
If you wish to exercise any of these rights, please contact su@keele.ac.uk
Complaints
If you wish to raise a complaint on how we have handled your personal data, please follow our Feedback & Complaints.
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) [https://ico.org.uk/].
Website Data Collection
Like most websites, we collect certain information or data about you when you use our site or sub-sites.
There are two main types of information we collect:
This information helps us to:
- improve our site by monitoring how it is being used
- contact you with information about our services if you want it
Where your data is stored:
- we store your data on our secure servers in the United Kingdom
- some data may also be stored outside of Europe, such as that collected by website analytics, survey services, or social media services, where it could be viewed by our staff or suppliers
Security
We take appropriate steps to ensure that our site is safe to use. However, by submitting your personal data, you agree that transmitting information over a public network like the internet is not completely secure. Therefore, we can’t guarantee the security of your data and any data you transmit is at your own risk. Once we receive your data, we ensure it is held securely and in accordance with the Data Protection Act 1998.
Sharing your data
We won’t share your information with third parties unless required to do so by law.
Your rights
You can contact us to find out what information we hold about you.
Links to other websites
Our site or subsites contain links to and from other websites. We cannot guarantee or verify the contents of any externally linked website. This privacy policy only applies to our site or subsites and we are not responsible for websites outside of our control.