Student Privacy Notice

Last updated 18th September 2023

 

Introduction

Greenwich Students' Union (SU) is the representative body of the students at the University of Greenwich. Our services and activities are also accessible by Union and University staff, and members of the general public. As part of our work, we collect and use data about people who access our activities, services and/or premises to ensure that we can offer the appropriate range of activities, services, support and experiences.

 

How we collect data about students

 

Press the following links to read more for: University Greenwich students   University of Kent students   Canterbury Christ Church University students

 

University of Greenwich students

  • Each year that you enrol with the University of Greenwich, you are automatically a member of the SU unless you tell us that you don’t want to be (if so, please contact the Data Protection Officer and University Secretary at compliance@gre.ac.uk). The University of Greenwich annually shares a register of members with us which includes information about you and your course. These details become available to us once you have completed your Part One registration online. This allows us to set up an account for you on our website so that are able to sign up for activities and events, join student groups and purchase products with ease.
     
  • You may give us other/more information about yourself when you sign up to a Club and/or Society, register for events or activities, take a survey, use our Advice Service, purchase products or communicate with us.
     
  • Your information may be shared with us by a third party outside of the SU. These companies will only do so when you have given them consent to do so, and we require them to do this securely, e.g. via a secure server, password-protected documents. Their Privacy Policy will provide you with information on how they will process your data.
     
  • We may combine information you provide to us with information available from external sources in order to gain a better understanding of our members to improve our communication methods, products and services.
     
  • To make our website, greenwichsu.co.uk, work better for its visitors, we sometimes place small data files called cookies on your device. Most big websites do this too. A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another. Click here to view more information about how we use cookies and how you can control them.
     
  • When you purchase an item with us (e.g. membership, product, NUS Extra card, door entry) we will either scan your Student ID card (if your purchase is made in person) or require you to login on our website in order to link your purchase to you. Once an order has been placed, we (the Union, staff member or student group you’ve purchased from) may contact you by email to confirm your order details and again once your order has been accepted and dispatched (if applicable). If we need to contact you about your purchase, we will use the email address and/or telephone number you’ve submitted to reach you.

 

What data do we get?

The data the SU gets and/or collects includes and is not limited to:

  • Name (first and last)
  • User ID
  • Date of birth
  • University email
  • Personal email
  • Mobile telephone number
  • Fee assessment
  • Gender
  • Current Academic year
  • Year of study
  • Mode of study
  • Undergraduate / Postgraduate
  • Programme of study
  • Department
  • Faculty and site
  • Postal address
  • Age range / mature indicator
  • Disability 
  • Ethnicity
  • Ethnicity Group breakdown for BAME students as collected by the University: Asian, Black, Mixed, Other, White, Information refused, Unknown
  • Fees status / residency
  • Hall name
  • Nationality
  • POLAR/Locale (the participation of local areas)
  • Withdrawal Data
  • Domicile
  • IMD Quintile
  • Anonymised responses to student surveys including verbatim comments

 

We will keep this data for the duration that you are a registered student, and it will be pseudonymised afterwards. To see our full data retention schedule for data we collect across the organisation, read our Data Map on our website.

 

How we process and share data

We process personal data about you for the following reasons:

  • To facilitate Students’ membership in the Students’ Union, which includes elections, contact with students and participation in events;
  • To support Students’ Union initiatives to improve students’ engagement and wellbeing;
  • Information about which Students have opted in to marketing by the Students’ Union at the University’s online registration;
  • To pre-register Students onto the MSL system so that they can be verified as bona fide current Students thus eligible to vote in Students’ Union elections and receive services and benefits of membership of the Students’ Union;
  • For reporting and analysis purposes for the Students’ Union’s activities, support systems, and strategy to ensure its success and effectiveness;
  • To enable the Students’ Union to better understand its membership and tailor services accordingly;
  • To facilitate Single Sign On (SSO) to the Students’ Union’s website 
  • To facilitate a commissioned project from the University of Greenwich to Greenwich Students’ Union and between both parties also. 

 

We use several legal bases for processing the data under the General Data Protection Regulation (GDPR), including: contract with the individual, public task, compliance with a legal obligation, consent, legitimate interests and vital interests. You can find out more information about this by looking at our SU Data Map.

We may share data about you in some instances with external bodies or organisations where this is required by law or otherwise authorised under the GDPR. The types of organisations we may share data with include:

  • The Office for Students and other higher education funding agencies and their agents;
  • local authorities;
  • public health bodies;
  • the police or other appropriate investigative authorities with statutory powers;
  • government departments or their agencies;
  • contractors used to provide services
  • the Higher Education Statistics Agency (HESA) (See HESA data collection notice);
  • UK Visas and Immigration (UKVI);
  • recruitment agencies.

 

If you have any queries, please visit the Privacy section of our website, or contact sucompliance@gre.ac.uk, and our Data Protection Officer will respond as soon as possible.

If you have any queries about the University and their data processing and collection, please contact their Data Protection Officer and University Secretary at compliance@gre.ac.uk.

 

University of Kent students - effective from 1st September 2023

Greenwich Students' Union (GSU) now has a Data Sharing Agreement with the University of Kent. We (GSU) run The Hub, delivering students' union activity on behalf of your home union at the Medway campus.

We run The Hub Medway website; you need an account on our website to buy tickets and memberships for activities at The Hub in Medway.

If you choose to sign up with us, the University of Kent will share the following data with us:

  • Student ID
  • Forename
  • Surname
  • Date of birth
  • Term time address
  • University email address
  • Name of home Campus
  • Course
  • Year of Course
  • Mode of study

We will then contact you directly to tell you more about our space, activities and services at Medway. You will be able to opt out of these communications (which will be by email) through a simple opt-out process online.

We will hold this data in our website and content management system in accordance with our Data Map.

If you have any queries about your account or wish to opt out of having an account and sharing your data with us, please email us at sucompliance@gre.ac.uk, and our Data Protection Officer will respond as soon as possible.

 

Canterbury Christ Church University students

Data is shared with us from you when you sign up with a Guest account on our website, thehubmedway.co.uk. You need an account on our website to buy tickets and memberships for activities at The Hub in Medway.

The required information you need to submit to register an account with us is as follows:

  • First name
  • Last name 
  • Date of birth
  • Canterbury Christ Church email address (ending @canterbury.ac.uk)

 

Optional fields to share are:

  • Middle name/s
  • Phone number
  • Address

We will hold this data in our website and content management system in accordance with our Data Map.

If you have any queries about your account or wish to opt out of having an account and sharing your data with us, please email us at sucompliance@gre.ac.uk, and our Data Protection Officer will respond as soon as possible.