Bath Spa Students’ Union is committed to protecting your privacy when you access any of our online services. This policy outlines the type of information we collect, how we use that data and how we protect your information.
The Union needs to gather and use information about individuals in order to be able to operate effectively. This can include information about members of the Union, past, present and prospective employees, partner organisations, customers and suppliers. This can include information that the Union may be required to collect by law.
We use information to:
- Administer Membership Records
- Administer elections and memberships of clubs and societies
- Administer representative systems
- Research and generation of demographic reports
- Advertising, marketing and communication with members
- Accounts and records
The Data Protection Act 1998 requires organisations, including Bath Spa University Students’ Union, to ensure that information it holds about individuals is stored appropriately. The Union’s Data Protection Policy outlines how data must be collected, handled and stored to meet the legal requirements of the Data Protection Act.
The Data Protection Act stipulates eight principles of good practice. These state that personal data MUST:
- Be processed fairly and lawfully
- Be obtained only for specific, lawful purposes
- Be adequate, relevant and not excessive
- Be accurate and kept up to date
- Not be held for longer than necessary
- Processed in accordance with the rights of data subjects
- Be protected in appropriate ways
- Not be transferred outside of the European Economic Area, unless that country or territory also ensures an adequate level of provision.
Types of Information We Collect
If you are a student at the Bath Spa University, your details will be automatically held by the Students’ Union in its membership database, unless you have opted out of Union membership when your registered as a student at Bath Spa University.
Your details are those you entered on to the University system when you registered at Bath Spa University, and include:
- Student number;
- Date of birth;
- Student card ID number;
- Personal email address;
- Student names;
- University email address;
- Home address;
- Year of study;
- Student usernames;
We cannot be held responsible for any inaccurate personal details.
We also collect anonymous information for statistical purposes. Any anonymous information is not linked to your personal information and cannot be used to identify you.
Use of such information helps us to identify areas where we can improve our services to students.
How information is used
We will ask for “Personal Information” which identifies you and enables you to be contacted when you join a club or society) or other contact information necessary to provide a service that you requested.
We may also use your Personal Information to send you information that you requested, or to confirm registrations, purchases, or to respond to your feedback.
We may use your email address to notify you of products or services that may interest you, such as events or discussions, or to provide you with latest news on Bath Spa Students Union and its services.
You may opt-out from receiving promotional or marketing emails by notifying us at the address specified at the bottom of any email.
Other links within this site to other websites or framed third party sites linked to the Students’ Union website are not covered by this policy.
We may continue to use your personal information for a period after you cease being a registered member.
Consent and Choice
If you choose not to register or not provide personal information, you may still visit the Bath Spa Students’ Union website but you will not be able to access the restricted areas available to registered users.
Access to Personal Information
All individuals who are the subject of personal data held by the Union are entitled to:
- Ask what information the Union holds about them and why
- Ask how to gain access to it
- Be informed how to keep it up to date
- Be informed about how the Union is meeting its data protection obligations
If an individual contacts the Union requesting this information this is known as a subject access request.
Subject access requests must be made in writing or to the Chief Executive, Bath Spa University Students’ Union, Newton Park, Bath BA2 9BN or via email to firstname.lastname@example.org
The Union charges a fee of £10 per subject access request. The Union may agree to waive this fee in exceptional circumstances, at the discretion of the CEO and President. Requests to waive the fee should accompany a subject access request.
The Union will always verify the identity of anyone making a subject access request before handing over any information.
Disclosure of Personal Information
In certain circumstances the Data protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.
In these circumstances the Union will disclose requested data, However, the Chief Executive will ensure that the request is legitimate, seeking legal advice where required.
Your personal information will not be sold, traded, or rented to individuals or other entities. We may need to share Personal Information with third parties when purchasing items off our website. These third parties are required to not use your Personal Information other than to provide the services requested by Bath Spa University Students’ Union.
Your Personal Information will not be sold, traded, or rented to individuals or other entities.
If you make any purchases through the site, we will record your billing address, however we do not record your payment card details. This information is collected through Sage Pay, our online payment provider. No card payment details are stored through the site.
We have taken appropriate measures to ensure that your personal information is not unlawfully processed. However, no information transferred over the Internet or wireless network can be guaranteed to be completely secure. We will not be transferring your personal information outside of the European Economic Area.
When you use the Bath Spa Students’ Union website, certain information will be collected automatically. This helps us improve the content of the site and ensure the content and design work for its users.
You can find out more in our Cookies Policy