SUPPLIERS AND CONTRACTORS PRIVACY POLICY

Who we are

This is the privacy statement of the Students’ Union, Queen Margaret University (QMUSU). QMUSU is a Data Controller in terms of the Data Protection Act 1998 (DPA) and the General Data Protection Regulations.

We process personal information to enable us to provide education and support services to our students and staff; advertising and promoting the students’ Union and the services we offer; providing and supporting student activities, undertaking research and fundraising; managing our accounts and records and providing commercial activities to our clients.

 

What we collect

When you register as a supplier or contractor with us, we will ask you provide us with certain personal data so that we can meet our legal and contractual obligations, organisation policy requirements, communicate efficiently, raise or pay invoices and ensure you receive the services required.

In registering as a supplier we will ask you to provide us with the following personal information:

• Name
• Company name
• Address
• Email
• Telephone number
• Job title
• Bank details

 

How we may collect it

• Online registration forms
• Paper registration forms
• Email
• Face to face contact
• Telephone contact

 

How we use your personal information

In general terms, we collect and use your personal information to:

• Deliver our services and meet our legal responsibilities.
• Verify your identity where this is required.
• Contact you by post, email or telephone.
• Understand your needs and how they may be met.
• Maintain our records.
• Process financial transactions.
• Prevent and detect crime, fraud or corruption.
• Process your advertising enquiry with our media partner native (necessary for our legitimate interests to respond to your enquiry about advertising opportunities).

 

Who do we share information about you with?

Our employees and volunteers may need to use information about you in order to provide goods and services to you and for the purposes of administration.

• Third party organisations that provide applications/functionality, data processing, IT services to us, or who manage our media and advertising.

 

How long we keep your information

We only retain your personal information for as long as is necessary to do business with you or to meet any legal obligations.

 

Your rights

Access to your information – You have the right to request a copy of the personal information about you that we hold. 

Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information – You have the right to ask us to delete personal information about you where:

• You consider that we no longer require the information for the purposes for which it was obtained.
• We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below.
• You have validly objected to our use of your personal information – see Objecting to how we may use your information below.
• Our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes.  In addition, where we use your personal information to perform tasks carried out in the public interest or pursuant to the legitimate interests of us or a third party then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information.  The right might also apply where this is no longer a basis for using your personal information but you don't want us to delete the data.  Where this right to validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Portability – if we process personal information that you provide to us on the basis of consent or because it is necessary for the performance of a contract to which you are party, and in either case that processing is carried out by automated means, then you have the right to have that personal information transmitted to you in a machine readable format. Where technically feasible, you also have the right to have that personal information transmitted directly to another controller.

Automated processing – if we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision.  This right only applies where we use your information with your consent or as part of a contractual relationship with you

Withdrawing consent using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

 

Data Protection contact details and further information

We will publish any changes we make to this data protection policy on our website (www.qmusu.org.uk).

If you are not happy to agree to the processing of your personal information as described above please contact the General Manager of the Students’ Union.

You can do this by email: ddoyle@qmu.ac.uk; telephone: 0131 474 0000 or post:

 

The Chief Executive Officer

The Students’ Union

Queen Margaret University

Queen Margaret University Drive

Musselburgh

EH21 6UU

 

If you have any issues about this statement or the way QMUSU has handled your personal information please contact the Chief Executive Officer in the first instance.  If you are dissatisfied with the response from QMUSU you have the right to lodge a complaint with the Information Commissioner’s Office:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

email:  casework@ico.org.uk;

telephone: 0303 123 1113