This is the privacy notice for the Students’ Union at Bournemouth University (SUBU), our websites and any associated apps.
When we refer to ‘users’ this could be currently enrolled students at BU, external customers of the SUBU services, members of the public, staff or contractors.
We use your personal data for many reasons, from understanding how our users engage with our services, informing our communication and allowing you access to certain resources or facilities. Ultimately, this allows us to carry out the services of the Students’ Union to the best of its ability.
These are the main reasons why we collect and use data about our users:
To allow you the maximum access to the full range of services we offer from good and services, representation, memberships and activities. Some of these services are free of charge, others are membership fee based and some are one off purchases.
To carry out marketing analysis and send you communications when we have your permission, or when permitted by law.
To carry out our obligations under the Education Act 1994 to be accountable to Bournemouth University democratically, fairly and financially.
What personal data we collect and how we use it
We collect personal data when you sign up for our services, purchase our goods, enrol at Bournemouth University, take part in our events and when you browse our sites or use our apps. This information is used to provide our services, communicate with you, administer our memberships, operate democratic processes, carry out monitoring, analyse how visitors use our sites or apps.
The personal data we collect from students when you enrol at Bournemouth University:
Your BU I.D. number, forename, surname, date of birth, gender, institutional email, hall of residence, programme I.D., study type, programme level, start date, end date, alternate email, library card, department, finalist, mode of study, placement.
The personal data we may collect from BU about our students, with their consent if they decide to use SUBU Advice to handle a case on their behalf:
Authorised members of the SUBU Advice staff, with consent from the student, are allowed to see the student’s University records which could include special category data regarding health, disabilities that may be relevant to the case or advice.
The personal data we collect from BU about our students with their consent on graduation:
The full name of student and the degree confirmed to be used for commemorative memorabilia made available for sale.
The personal data we collect from BU about our students with respect to complaints, disciplinary and appeal processes:
Authorised specific staff dealing with the process will have access to various details made available to them by BU relevant to the case that could include records of performance, activities, behaviour, staff reports, attendance, previous processes, and whereabouts of the students involved.
The personal data we may collect from users when they buy our goods:
Your name, email, address, telephone number.
Some limited data from your social media profile if you have signed up to an group, event or activity via a social media platform such as Facebook.
Your photograph, if you add one to your profile page.
Your IP address, your browsing history of the content you have visited on our sites including information on how you were referred to our sites via another website, details of your devices used to access our content.
Some of our services may give you the option of providing more information about your preferences, so that we can tailor your experience.
We may occasionally request special categories of data at your discretion - such as information about your race, political opinions, religion, health or sexual orientation will be used for monitoring purposes – i.e. to better understand how underrepresented groups are using our services.
Using our apps
The SUBU app uses information on the content you have viewed. A list of the articles that you have recently viewed is cached in the local storage on your mobile device. You can delete this reading history in the settings of the app. Information on what you have viewed in the app and information on bugs and crashes is also sent to us. You can choose to receive notifications on your mobile device via the app. You can manage these notifications in the settings of the app.
How we collect personal data
We collect personal data when you:
· Enrol on a course at Bournemouth University
· Pay for a membership or purchase any other products/services online or in person
· Join a group, society or meeting we organise
· Attend our events
· Vote in an election
· Enter our competitions and surveys
· Sign up for marketing communications
· Use mobile devices to access our content
· Access our sites, through cookies and other similar technology
· When you contact us via email, social media, our apps or similar technologies or when you mention us on social media
Why we use your personal data
We use personal data collected through enrolment, in person, on our websites and apps for a number of purposes, including the following:
To provide the services you join up for – membership services, representation, goods, services, voting, communications.
We also use the personal data for related internal administrative purposes - such as our accounting and records - and to make you aware of any changes to our services.
To send marketing communications when we have your permission, or when permitted by law.
To personalise our services (for example, so you can sign in), remembering your settings, displaying personalised communication as well as measuring how effective our online services are, recognising you when you sign in on different devices and tailoring our marketing communications based on what your activity.
To carry out marketing analysis, for example we look at what you have viewed on our sites and apps and what products and services you have bought to better understand what your interests and preferences are, and to improve our marketing by making it more relevant to your interests and preferences.
To respond to your queries and to resolve complaints.
To comply with applicable laws and regulations.
Legal grounds for using your personal data
We will only use your personal data where we have a legal ground to do so. We determine the legal grounds based on the purposes for which we have collected and used your personal data. In every case, the legal ground will be one of the following:
Consent: For example, where you have provided your consent to receive communication emails from us. You can withdraw your consent at any time. In the case of marketing emails you can withdraw your consent by clicking on the “unsubscribe” link at the bottom of it.
Our legitimate interests: Where it is necessary for us to understand our users, promote our services and activities in line with our obligations to run free and fair elections, activities in support of members academic programme and compliance with the Education Act 1994.
Performance of a contract with you (or in order to take steps prior to entering into a contract with you): For example, where you have purchased a service, membership or goods from us and we need to use your contact details and payment information in order to process your order and deliver it.
Compliance with law: In some cases, we may have a legal obligation to use or keep your personal data.
Updating your personal data and your profile page on our site
When you register for an account with www.subu.org.uk, you have access to a profile page. Under your profile you can update your information or provide extra information if you want.
You may also update your communication preferences in the profile of your account.
Personal data that we receive about you from other organisations
We have a legitimate interest in and receive data from Bournemouth University on currently enrolled students at the University.
When you sign up to our services we may add to the personal data you give us by combining it with information shared with us by other trusted organisations. We may also obtain information from partners whose offers we include in some of our marketing communications and we use this information to ensure that we do not send you irrelevant marketing.
Information shared by event partners. When you register or book a ticket for an event organised by an event partner, your registration data may be shared with us by the event partner.
Security of your personal data
We have implemented appropriate technical and organisational controls to protect your personal data against unauthorised processing and against accidental loss, damage or destruction. You are responsible for choosing a secure password when we ask you to set up a password to access parts of our sites or apps. You should keep this password confidential and you should choose a password that you do not use on any other site. You should not share your password with anyone else, including anyone who works for us. Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data once with us, we cannot guarantee the security of any personal data sent to our site while still in transit and so you provide it at your own risk.
Who we share your personal data with
Sometimes we may receive a letter, email or another form of communication from you that we consider to be significant to Bournemouth University. We may decide to share this with Bournemouth University in their legitimate interest or we have lawful purpose to do so.
We do not share your personal data with other people or organisations that are not directly linked to us except under the following circumstances:
We may share your data with other organisations that provide services on our behalf such as dealing with online payments and other forms of payment processing, ie credit card transactions and preventing fraud.
We may reveal your personal data to any law enforcement agency, court, regulator, government authority or other organisation if we are required to do so to meet a legal or regulatory obligation, or otherwise to protect our rights or the rights of anyone else.
Any organisations which access your data in the course of providing services on our behalf will be governed by strict contractual restrictions to make sure that they protect your data and keep to all data privacy laws that apply. We may also independently audit these service providers to make sure that they meet our standards.
We will not share your personal data with anyone else for their own marketing purposes unless we have your permission to do this.
Some of our webpages use social plug-ins from other organisations (such as the “Facebook Recommend” function, Twitter’s retweet function, Google+ function). These other organisations may receive and use personal data about your visit to our sites or apps. If you browse our site or view content on our apps, information they collect may be connected to your account on their site. For more information on how these organisations use personal data, please read their privacy policies.
How long we keep your personal data
How we may contact you
Service communications: from time to time we may send you emails, for example, telling you your membership is coming to an end or thanking you when you contribute or place an order with us.
SUBU communications: if we have your permission, we may send you materials we think may interest you, such as offers, updates, information about events. Depending on your preferences, this may be by email, phone, SMS, social media message or post. You can decide not to receive these communications at any time and will be able to “unsubscribe” directly by clicking a link in the email or through your email preferences in the tab “Emails and marketing” when you are signed in to your www.SUBU.org.uk account.
Market research: sometimes we may contact you for market research purposes, for example about a survey.
Responding to your queries or complaints: if you have raised a query or a complaint with us, we may contact you to answer your query or to resolve your complaint.
Cookies and similar technology
When you visit our sites or when you use our apps, we may collect personal data from you automatically using cookies or similar technology. A cookie is a small file that can be placed on your devices browser memory.
When you browse our sites or use our apps, some of the cookies and similar technology we place on your device are advertising cookies, so we can understand what sort of pages you are interested in.
We do not collect or use information such as your name, email address, postal address or phone number for personalised online advertising.
Your rights with regard to the personal data that we hold about you
You can contact us with regard to the following rights in relation to your personal data:
If you would like to have a copy of the personal data we hold on you or if you think that we hold incorrect personal data about you, please write to the Chief Executive Officer, Students’ Union, Bournemouth University, Talbot Campus, Poole, BH125BB or email firstname.lastname@example.org.
We will deal with requests for copies of your personal data or for correction of your personal data within one month. If your request is complicated or if you have made a large number of requests, it may take us longer. We will let you know if we need longer than one month to respond. You will not have to pay a fee to obtain a copy of your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.
Where you have provided us with consent to use your personal data, you can withdraw this at any time.
You also have the right to ask us to delete your personal data or restrict how it is used. There may be exceptions to the right to erasure for specific legal reasons which, if applicable, we will set out for you in response to your request. Where applicable, you have the right to object to processing of your personal data for certain purposes.
We may need to request specific information from you to help us confirm your identity.