Liverpool Guild of Students ("the Guild", "we", "our" or "us") promises to respect any personal data you share with us, or that we get from other organisations and keep it safe. We aim to be clear when we collect your data and not do anything you would not reasonably expect.
Developing a better understanding of our members through your personal data allows us to make better decisions, communicate more effectively and, ultimately, helps us to reach our goal of having a positive impact on every University of Liverpool student.
Where we collect information about you
We collect information in the following ways:
- When one of our members, staff, volunteers or clients provide it to us as part of their relationship with us.
Lawful basis for processing your personal data
Depending on the processing activity, we rely on the following lawful basis for processing your personal data under the GDPR:
- Article 6(1)(b) which relates to processing necessary for the performance of a contract.
- Article 6(1)(c) so we can comply with our legal obligations.
- Article 6(1)(d) in order to protect your vital interests or those of another person.
- Article 6(1)(f) for the purposes of our legitimate interest.
We set out below what personal data we process, the reason for doing so, and the lawful basis (using the Article references above).
What personal data we collect and how we use it
The type and quantity of information we collect and how we use it depends on why you are providing it. When we process your data we will have already carefully assessed the lawful justification for doing so, the parameters in which the data is processed, the length of time the data is held for, the secure storage of your data and undertaken impact assessments to ensure your rights are delivered.
Activities
We may collect the following information on individuals’ next of kin when they take part in one of our activities or when they become a member of staff or volunteer:
- Name - Article 6(1)(b), Article 6(1)(c), Article 6(1)(d), Article 6(1)(f)
- Your relationship to them - Article 6(1)(b), Article 6(1)(c), Article 6(1)(d), Article 6(1)(f)
- Your contact details - Article 6(1)(b), Article 6(1)(c), Article 6(1)(d), Article 6(1)(f)
We will collect this information to allow us to contact a next of kin in the event of an emergency during an activity. We will store this data only for as long as necessary and we will securely delete it once it is no longer required.
Advice
We may collect information on third parties in our advice centre, e.g. if assisting a student with a mitigating circumstances case we may record the details of a family member’s illness for the purposes of supporting their case and providing accurate advice.
Representation
As part of our representative activities we may receive information relating to third parties, for example a Course Representative providing feedback relating to a lecturer.
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
How we keep your data safe and who has access
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and contractors.
Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to ensure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
Keeping your information up to date
We mostly use the data you have provided to maintain accurate data as described above. We really appreciate it if you let us know if your contact details change.
Understanding the detail of our data security measures
The Guild operates a Data Protection and Information Security Policy; all employees and volunteers handling data are required to undertake general data protection training and third parties handling data are required to provide a contract that meets the requirements of the Information Commissioner’s Office.
Your rights
You have a right to see the information the Guild holds about you. You can also request changes to be made to incorrect information. You can ask for information to be deleted or blocked if you legitimately think that the Guild is not processing this information for the purpose it was collected.
If you have any queries about this notice or your personal information generally, please send these to guilddpa@liverpool.ac.uk.
If you wish to access your information you should complete the Subject Access Request Form with a description of the information you want to see and the required proof of your identity by post to Liverpool Guild of Students, 160 Mount Pleasant, Liverpool, L3 5TR.
Where information is held on the basis of your consent you have the right to withdraw this at any time.
For further information see the Information Commissioner’s Guidance here.
Article 14 derogation
The Guild will not ordinarily make efforts to contact or inform third parties where data is collected as above. With respect to Article 14 (5) of the GDPR:
- where this will involve a disproportionate effort;
- where it is likely to render impossible or seriously impair the achievement of these operations; or
- where personal data must remain confidential subject to an obligation of professional secrecy.
Changes to this statement
We may change this Privacy Statement from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by contacting you directly.
If you have any questions, comments or suggestions, please let us know by contacting guilddpa@liverpool.ac.uk