UCSU Privacy Statement for users of Union Cloud

Our Principles

UCSU is committed to protecting your personal data. Under the General Data Protection Regulation (GDPR) you have a ‘right to be informed’ about how UCSU processes your data.  Please also see UCSU's Student Privacy Notice

Due to this when using Union Cloud:

  1. You will only receive email communication from UCSU that you have opted in to, other than emails where there is a legitimate interest to contact you, such as elections, where you have signed up to a particular platform within Union Cloud such as volunteering , course information or emergency communications.
  2. We will not share any individual user details to any third party without your consent.

Why we hold this data about you

  • To provide an interactive web site where email is used to communicate with the users
  • To provide a security mechanism whereby we can restrict content to certain groups of users.
  • To enable the purchase and delivery of goods through our online shop.
  • To enable the purchase and booking of events
  • To administer UCSU activities including volunteering, groups, student support bookings, students voice (including elections)

What personal data we hold about you

UCSU has a data sharing agreement with the University so that the university can provide student information to UCSU for membership records, where such consent is granted at the point of online registration. This data includes basic personal details (name, course, contact details) to enable UCSU to deliver representation, support and services. Other personal data may be gathered through consent at the point individuals engage with UCSU services.

How your data is acquired

UCSU acquires the data of registered students periodically throughout the academic year. The university also collects the various communication opt ins to UCSU Union cloud from students when they register to the university annually.  The data is then transferred to us from the University via a pass worded CVS file to UCSU and is then uploaded into Union Cloud.

Users can also self-register as guests to the website and select communication preferences at that point.

Students can also access their account at any time and alter their opt in preferences for communications from UCSU or NUS.

Other ways data is used:

Groups and Societies

Students can purchase their membership to a group or society and as a result will receive specific communications from UCSU and group committees.

Volunteering Organisations

Students can register as a volunteer and as a result will provide additional information relating to their volunteering interests and receive specific communications from UCSU and volunteering organisations. Students can sign up to external opportunities that are verified by UCSU and receive communications

Booking Systems

Within the website UCSU uses a range of booking systems powered by external providers – these are ‘Simply Book’, ‘123 contact forms’ and ‘google forms’ who have their own privacy statements.

By OneVoice

The provider of our membership system may use data to:

  • Support the Union Administration
  • Support individual members with problems
  • Identify bugs and fixes
  • Provide training to Unions and their membership

How long we keep your information

We usually keep your data within union cloud for the duration of your registration to the university and therefore it is automatically removed after graduation. Guest log ins will be removed after 12 months of inactivity.

Your Rights

The GDPR sets out your rights as an individual, we strive to uphold and protect your rights in balance with our legitimate interest in providing support for you.

  1. The right to be informed

  2. The right of access

  3. The right to rectification

  4. The right to erasure

  5. The right to restrict processing

  6. The right to data portability

  7. The right to object

  8. Rights in relation to automated decision making and profiling.

You can see detailed explanations on each of these rights here. Visit the ICO website for more information:  https://ico.org.uk/

How to access and control your information

You are able to log in to your account and click on your account/ profile at any time to amend your basic details and opt in preferences for email communications. You can also request to be removed from union cloud completely by contacting us via student.union@cumbria.ac.uk.  This is different to opting out of your membership from the University of Cumbria Student Union.  You can do this by contacting the Chief Executive:  Daniel.prescott@cumbria.ac.uk .