Data Protection Information
Your data is important to us.
We're a membership organisation which means our students are at the heart of everything we do, and so the information we use about you is done to make your University experience incredible. We also employ staff, work with suppliers and have other customers who use our commercial services, so the information on this page is relevant for those groups too.
The way we manage and process your data is governed by the Data Protection Act 2018 and the UK General Data Protection Regulations (GDPR) and the following information will explain how we manage your information in line with these laws and what this means for you. Please read on so you're fully informed and understand your rights around how we access your data, how we assess our processing activities, how we gain consent and how you can change your preferences, the training any data processors go through, who else processes data about you and our policies for processing data.
Data Protection Policy
We have a Data Protection and Information Security Policy that sets out our commitment to ensuring that the provisions of the Data Protection Act are adhered to.
All our staff receive role-specific training in data protection and undertake mandatory training. Student society committee members receive training relating to the use of their societies' data.
Privacy Statements
Queries
We have a single point of contact for all data-related queries: guilddpa@liverpool.ac.uk
Your Data Rights
Individuals have a range of rights with any organisation that holds personal data under UK GDPR. The Rights are not absolute. Exemptions can be applied where appropriate.
You can read a guide to individual Rights under UK GDPR on the Information Commissioners Office (ICO) website.
Subject Access Requests
Individuals have the right to access and receive a copy of personal data and other supplementary information. This is commonly knows as a Subject Access Request or SAR.
If you wish to make a request for your data you should complete the Subject Access Request Form providing the required information, copies of proof of identity (please do not send original documents as we cannot be held responsible for any loss of these) and details of the information desired.
Please note that while we may accept requests by email, establishing your identity may require documentation to be posted.
Other Rights of the UK GDPR
The UK GDPR provides you with a right to:
- Amend personal data that is inaccurate - Right to rectification.
- Erase personal data that we hold. This right is only applicable in certain situations - Right to be forgotten.
- Restrict how personal data is used. This right is only applicable in certain situations - Right to restriction.
- Object to the way we use your personal data. This right is only applicable in certain situations - Right to objection.
- Provide you with your personal data so you can move it to a new provider. This right is only applicable in certain situations - Right to data portability.
- Raise concerns about how the Guild uses your personal data.
We will not unreasonably prevent erasure, objection, restriction or rectification of data however we require an appropriate reason to make such amendments. Please ensure that you provide sufficient reasoning when making your request. There may be cases where we must retain some or all of your data when you make these requests in which case we will note your request and comments in the appropriate record. Erasure of data may result in restrictions on the use of our services as we are required to process certain data to deliver those services. Complete erasure of all data will result in revocation of Guild Membership; it may also be necessary to retain details of your Student ID number and University of Liverpool username to ensure the Guild does not process any data associated with these records.
Make a Data Protection complaint
The Guild is committed to resolving concerns about how we handle personal data. If something has gone wrong, this page explains how you can raise a data protection complaint and how we will handle it.
How we will handle your Data Protection complaint
If you make a data protection complaint, we will:
- Provide a clear and accessible way for you to raise your complaint.
- Acknowledge your complaint within 30 days.
- Give you the opportunity to provide information and supporting evidence.
- Look into your concerns and keep you informed of progress.
- Respond to your complaint and provide an outcome as soon as we can.
How to make a Data Protection complaint
The easiest way to raise a Data Protection complaint is to contact us using the details below.
To help us investigate your complaint as quickly as possible, it's helpful if you can provide details of your concern and any supporting information in writing. We may request proof of your identity.
What happens next
We may contact you to request further information. We will keep you informed of progress and aim to resolve your complaint as quickly as possible.
If you're not satisfied with our response, you can escalate your complaint to the Information Commissioner's Office (ICO).
To exercise any of your rights
- Email: guilddpa@liverpool.ac.uk
- Post: The Data Protection Coordinator,
Liverpool Guild of Students,
160 Mount Pleasant,
Liverpool,
L3 5TR
Freedom of Information Requests
The Students' Union is not a publicly funded body so not subject to Freedom of Information requests.
Marketing Preferences
The Union and our social enterprises carefully curate marketing and communications that might be relevant to you. Sometimes we need to send essential information where we believe there is a legitimate interest in you receiving this. Our privacy statements detail more information about how we use your data to communicate with you or where you have given consent send you marketing. We use cookies to provide a tracking service of your usage with our website you should read our Cookies Statement. We always provide a way to opt out in our communications without affecting your membership and we will never sell your data to third parties.
Surveys
By completing liverpoolguild surveys or feedback the collection and use of this data will be made clear to you when you choose to participate, and will be in accordance with this policy. The survey software we use is SurveyHero.com who are supporting us with the free use of their online survey software.
Data Protection at the University of Liverpool
The University of Liverpool operate their own data protection policy and procedures, further details on these can be found on their website. The CCTV system in our building is operated by the University of Liverpool.