For the purpose of the Data Protection Act 1998 (as amended or superseded from time to time) (the Act), the Data Controllers are:
Confidentiality and security
The Students’ Union takes data privacy seriously. Any information it collects about you or receives from you will be held securely and in accordance with the Act.
The Site is operated by the Students’ Union and powered on our behalf by UnionCloud, a trading name of NUS Media Limited which is a company registered in England and Wales under registration number 07858162 with registered address Ian King House, Snape Road, Macclesfield, Cheshire SK10 2NZ (UnionCloud). This policy provides details of what information we may share with UnionCloud about you once we have collected it from you or you have provided it to us or (as set out below) it has been provided to us by Leeds Beckett University.
This policy only deals with the extent to which we collect, receive, store, use and share your information. Please refer to the section below "Use of your information" for more details on how we use your information.
Information we may receive/collect about you
All students enrolled at Leeds Beckett University will automatically be enrolled as a member of the Students’ Union (Member) unless they opt-out. Leeds Beckett University will provide the Students' Union with the information below for each student:
For further information on how Leeds Beckett University collects the above information and how it is transferred to the Students' Union please see the Leeds Beckett University Guidance notes – use of student information.
Upon receipt of the information above the Students' Union will contact each Member by email (Initial Email) to invite them to activate their account (Online Student Account) on the Site, by following the link contained in the Initial Email.
If a Member does not wish to activate their Online Student Account on the Site they can ignore the Initial Email and as such will receive no further communications via the Site.
Members may cancel their Online Student Account and/or update their communication preferences via the Site at any time - please see the section 'Your rights and access to your information' below to find out how to do this.
Members may request for their student data to be rectified, directly from the University and should contact their Course Director in the first instance. For Guest account information to be rectified, individuals should contact the Union using the contact details at the end of this Policy.
Any Member who does not activate their Online Student Account will still be able to use the Site at any time as a 'guest'. Members of the public who wish to use the Site may also do so as a 'guest'. Please note that if you are using the Site as a 'guest' not all of the information, adverts or offers available to Members may be available to you. Some of the information which is collected automatically as described below may still be collected if you are using the Site as a ‘guest’.
We will retain our database of all Members during their enrolment as a student at Leeds Beckett University for the purposes of providing suitable information depending on a Member’s course, faculty, year of study, mode of study and right to vote in Students' Union elections. In order to ensure that our database contains accurate information on our Members, a scheduled update of the information provided by Leeds Beckett University as above will be conducted as follows:
Following each update of the database as above, the Online Student Account of any person who is no longer a student of Leeds Beckett University shall have their account transferred into an online alumni account and lose access to Member areas of the Site. Online student accounts and associated data will not be retained by the Students' Union for longer than the length of a students university record, plus 12 months.
Members whose study details have changed since the last update (for example they have changed course or type of study) are responsible for reviewing their details and communication preferences on the Site to ensure that they have been accurately updated.
If you are a Member and you follow the link to activate your Online Student Account on the Site, the information provided by Leeds Beckett University (as set out above) will be used to prepopulate your Online Student Account on the Site, including marketing preferences based on your course and faculty. During the registration process (or at any time afterwards by logging onto the Site and going to your Online Student Account settings) you can manually amend all preferences relating to how we communicate with you via the Site.
Each time you visit the Site we may automatically collect the following information:
The Students' Union and Leeds Beckett University have created a single sign-on process which means that if you log on to the student area of the Leeds Beckett University website then you will automatically be able to access your Online Student Account on the Site without providing your login details again (please note that the single sign-on process is one way only and will not automatically log you into the Leeds Beckett University website when you log on to the Site). This process involves the sharing of your login details, including your account name and password between Leeds Beckett University, UnionCloud and the Students' Union, along with the sharing of encrypted fields from the list of information provided above under the heading: ‘Information we may receive/collect about you.’ By activating your Online Student Account on the Site you are agreeing to this use of your information.
If you do not agree to the use of this information then you may sign up to the Site as a ‘guest’. Guest account information will remain active until such time an individual requests for it to be deactivated/deleted.
Please note that by not activating your Online Student Account, this does not mean that you have opted out of Students’ Union membership. To opt out of Students’ Union membership, please see ‘Your rights and access to your information’ section. Students who opt out of Students’ Union membership (Non-members), are not able to: access the Site by Single Sign-on; access Member only areas of the Site; receive emails from the Students’ Union; vote or stand for a position in the Students’ Union elections; all of which are due to your information not being shared with the Students’ Union, by the University.
Use of your information
We may use information held about you in the following ways:
Sharing your information
We do not disclose information about identifiable individuals to third party advertisers but we may provide them with aggregate information about our Site users (for example, we may inform them of the number of Site users who have clicked on their advertisement on any given day). We may also use such aggregate information to help advertisers reach the kind of audience they want to target, for example so that they can advertise specific products and services to students on relevant courses.
We may share your information with Leeds Beckett University and with UnionCloud, along with selected third parties (including business partners such as suppliers, analytics and search engine providers and parties wishing to advertise services relating to your membership of the Students' Union.
UnionCloud and Leeds Beckett University have their own privacy policies to deal with information that they receive and how each uses that information. Please use the links below to see a copy of these policies:
The Site contains many links to other websites to help you find the information you need. These may be 'official partners' of the Students’ Union (please see the Site for a current list) or other third parties with information likely to be of interest and relevance to those using the Site. We may use advertising on parts of the public and/or Member sections of the Site.
Your rights and access to your information
The Act gives you the right to access information held about you. If you wish to exercise this right, please put your request in writing to:
Leeds Beckett Students’ Union
If you send an enquiry by email to a specific contact listed on the Site, this will be passed to the relevant department/person at the Students' Union so that they can fulfil your request.
We intend to use your information for marketing our own products and services as well as those of third parties (including but not limited to Leeds Beckett University and NUS) and to provide you with information on current and future news and events relating to the Students' Union. You have the right to ask us not to process your information for these purposes or to change your mind at any time; on your marketing preferences by clicking the 'unsubscribe' link at the bottom of any email from the Students' Union. You can change your mind at any time regarding your Students’ Union membership and/or request to deactivate your Online Student Account by emailing firstname.lastname@example.org and providing your opt out/opt in/cancellation request along with your name and student ID number. Please note that if we have already shared your information with any third party upon receipt of your request then you will need to contact that party directly to exercise this right.
Please note that changing your Students' Union membership preferences may affect your eligibility to vote in Students' Union elections. Please contact us for further information.
Any questions, comments and request regarding this policy are welcomed, as well as any complaints and should be addressed to:
Leeds Beckett Students’ Union
Date: 22 May 2018