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.
All students at Queen Margaret University (QMU) are automatically members of QMUSU. Students can opt out of Students’ Union membership at any time by e-mailing firstname.lastname@example.org. QMUSU needs to process and retain certain personal information relating to you, because you are a student of the University and a member of the Students’ Union. All of your personal information will be treated in accordance with the terms of the DPA and the General Data Protection Regulation, which comes into effect on 25 May 2018. This means that confidentiality will be respected and that appropriate security measures will be taken to prevent unauthorised disclosure.
The personal data QMUSU holds about you is obtained from a variety of sources, including but not limited to:
This privacy statement explains how we collect and use personal information about you. When you accept your offer you enter into a contract with the University and agree to accept the University’s Terms and Conditions. As part of these terms and conditions you agree that the University can share your personal information with QMUSU. QMUSU then process your personal information for administrative, membership and educational purposes. These include, but are not limited to:
QMUSU does not routinely collect special categories of personal information. Any information which is deemed to be sensitive would only be collected for a specific reason and with explicit consent. Situations where this may be the case include but are not limited to:
Special categories of personal information are afforded an extra level of security and confidentiality. This includes information about racial or ethnic origin, religious or philosophical beliefs, or trade union membership, data concerning disability, physical or mental health, data concerning sexual life or sexual orientation and data relating to criminal offences, convictions and sentences.
QMUSU will manage your information securely and will restrict access to only those who need to use it in the course of their duties. QMUSU will put in place technical and organisational measures necessary to ensure the security of your information.
QMUSU will only disclose your information to third parties where we:
To fulfil our statutory or legal obligations your data may be provided, without your explicit consent, to organisations or agents acting on their behalf including but not limited to:
QMUSU may need to process your personal information in a country other than the one you are studying in, when this is necessary to provide you with appropriate events, opportunities or services, meet a legal obligation, fulfil a contract with you, or where we have your consent.
Personal data may be transferred outside the European Union, to countries which may not have equivalent data protection laws. Examples of circumstances when personal data may be transferred outside the EU include:
Where the processing of personal information falls outwith the scope of your membership of QMUSU then we will require another legal reason to process your data. This may require us to ask for your consent for processing. Consent will be sought when it is required.
We do not use profiling or automated decision-making processes.
QMUSU runs a range of events, many of them in public spaces. Audio and visual images of events and activities may be made publically available on the Internet. Should you not wish to be included in this you should e-mail email@example.com in advance or speak to a member of the SU team at the event/activity.
QMUSU often takes photographs and other images which are shared on official social media used in publicity and promotional material. Students who do not wish to be included must e-mail firstname.lastname@example.org in advance or inform the photographer at the time the photograph is taken.
Students who wish a photograph to be removed from social media or the QMUSU website should contact email@example.com
QMUSU will retain your personal data only as long as necessary for its purposes as described. Please note, however, that even after termination of your student relationship with the University, QMUSU may still need to retain your personal data to satisfy its obligations to keep certain records for particular periods under applicable law.
You have the right to:
If you think we are acting unfairly or unlawfully you can:
Under certain conditions you also have the right to ask us to:
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: firstname.lastname@example.org; telephone: 0131 474 0000 or post:
The General Manager
The Students’ Union
Queen Margaret University
Queen Margaret University Drive
If you have any issues about this statement or the way QMUSU has handled your personal information please contact the General Manager 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
telephone: 0303 123 1113