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Privacy Notice

This Privacy Notice explains the types of personal and sensitive data we may collect about you when you access the Advice Centre. It also explains how we store and handle your data and how we keep it safe.

What is personal and sensitive data? 

Personal data is information that can be used to identify you. This may include your name, date of birth, address or telephone number.

Sensitive personal data is personal data relating to any of the following: racial or ethnic origin, political opinions, religious beliefs, trade union membership, health, sexuality or sex life, offences and/or convictions.

How do we collect personal information?

We collect your personal data from you directly when you use the Advice Centre services. This can include:

  • When you visit the Advice Centre and complete a support request form.
  • Information that you provide over the telephone or in an email.

What sort of personal data do we collect?

  • Personal contact details such as name, title, address, telephone number and email address, student ID
  • Date of Birth
  • Gender
  • Equal opportunities monitoring information such as ethnicity, nationality, disability and sexual orientation
  • What you are studying, including course, school, year of study and mode of study.

Where will you store my data?

We store your personal data in two main ways:

  • On our secure casework management system (MSL)
  • In Microsoft Outlook when you or anyone else emails us about your case

We do not store paper files in USSU Advice Centre and we will only print paper copies of your information if we have agreed to represent you at a meeting and need to bring hard copies of any documents with us to support you.

How will you use my data? 

Firstly, we process data so that we can effectively advise and support you. We also use anonymised data for statistical monitoring. In some instances, the Advice Centre staff may use your data to contact you and invite you to partake in surveys or feedback.

How long will you store my data?  

Whenever we collect or process your personal data, we will only keep is for as long as is necessary. The retention period for advice data is 6 years. Therefore, at the beginning of each new academic year, all closed electronic case records which are over six years old will be deleted from our system.

Can I withhold my consent?                                                                                                              

Yes, but the Advice Centre will not be able to advise you without generating an anonymous record of your enquiry needed for quality assurance purposes.  No personal data will be recorded, only what your enquiry was about. Please note this may restrict the level of support we can offer to you.

If I am unable to provide any personal data can I still access the service?

We need some of your personal information to perform our agreement with you. For example, we need to know your contact details to liaise with you in relation to your case. 

Where information is needed for these purposes if you do not provide it we will not be able to offer support in relation to your specific issue.

Can I have all my data erased?                                                                                                           

Yes. You have the right to be forgotten unless certain limited conditions apply.   

Will you share my personal data with anyone else?               

At the Advice Centre, we will only ever share your personal data with your permission and for the purposes we have stated (unless required to do so by law). Before we share your data, we will ask you to provide permission in writing.

What is a data controller? 

A Data Controller is responsible for your data and who must make sure that your data is processed according to the law. For example, they are responsible for making sure that the information held about you is accurate and that it is kept secure. The Data Controller for the University of Salford Students’ Union can be contacted via ussugdpr@salford.ac.uk.

 

For more information please refer to our full privacy statement at www.salfordstudents.com/privacy