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NUS Events Privacy Statement

Last updated May 2018

This privacy statement applies to NUS, NUS Services, NUS Charity event registrations. 

At NUS we strive to deliver outstanding events and delegate experience is at the forefront of our events.

We value your attendance and want to be transparent about how we treat your personal information.  This Statement outlines how we handle the personal information we collect from you or your union representative through our registration process and at our events.

By registering for our events and /or by agreeing to this Statement, you agree to the collection, use and storage of personal information as described in this Statement.

Click on one of the links below to visit a specific section:-

Personal information we collect through online registration

Personal information we collect during the event

Personal information we archive after an event

Personal information we collect through online registration

When you register online to attend one of our events we may collect the following personal information: name, position, union name, union address, email address, contact telephone number, date of birth, gender, any dietary requirements, any access requirements including any medical conditions, enabler details, and if childcare is required.  We also collect an emergency contact name and telephone number.

The information is collected to process your registration, communicate with you about your attendance and to make sure your individual requirements are accommodated so you can participate fully in the event.

Once your online registration is complete, you as the delegate, or your union representative, have access to this data to update/change where applicable.

Within 3 months after the event taking place, your name and union will be archived together with the name of the event, date of event and location. This information is kept on NUS approved storage systems within the NUS security network, and is in line with safeguarding regulations. All other information we have collected will be deleted.

Our lawful basis for this process is contract as part of your agreement to attend the NUS event.

Personal information we collect during the event

When you visit the registration desk on the day of the event, we may ask you to complete a personal details form. This is to reconfirm your emergency contact name and telephone number and to let us know about any current medical conditions and medication that we should be aware of. You will only be asked to complete this form if the event includes an overnight stay.

After the event has taken place the form will be confidentially destroyed within 1 week.

At all of our events we also ask you to complete a Diversity Monitoring form – this is voluntary and anonymous.  This form asks you for the following information:

  • Which event you are attending
  • Your age
  • Your gender identity
  • Is your gender identity the same as the gender you were originally assigned at your birth?
  • Your sexual orientation/preference
  • Your ethnic group
  • Your religion, faith or belief,
  • If you consider yourself to have a specific learning disability, other disability, impairment or long-term health condition
  • A description of your role – be it a student, officer or staff member

This information is inputted onto an online survey which gives us an overview of the diversity of the delegates attending our events. The form is destroyed immediately once the information has been inputted.

Personal information we archive after an event

Within 3 months after the event taking place, your name and union will be archived together with the name of the event, date of event and location. This information is kept on NUS approved storage systems within the NUS security network. All other information we have collected will be deleted. Our lawful basis for this process is legal obligation.  This information will be stored indefinitely in line with safeguarding regulations and will only be accessible to Police upon the receipt of the correct paperwork.

Information obtained during safeguarding incidents at events

If delegates are involved in any safeguarding incidents at events we will collect the following information: name, position, union name, home address, contact telephone number, date of birth, record of incident.  If the incident is investigated internally the report will also include the outcome of the investigation.  The information will be collected on a Safeguarding incident reporting form.  This form will be scanned and then confidentially destroyed.  The information will be stored indefinitely in line with safeguarding regulations and will only be accessible to the Police upon the receipt of the correct paperwork.

When do we transfer your information overseas?

When data is transferred to countries outside of the UK and the European Economic Area, those countries may not offer an equivalent level of protection for personal information to the laws in the UK. Where this is the case we will ensure that appropriate safeguards are put in place to protect your personal information.

Statement taken from RegOnline re your data

Our data is stored in the United States and we transfer data from Europe to the US pursuant to the EU-US Privacy Shield, which Cvent was certified for and verified by a 3rd party called TrustArc in Oct 2017. This process satisfies the cross-border transfer regulations of the GDPR.

Your rights in relation to your information

You have a number of rights in relation to your personal information, these include the right to:

·       be informed about how we use your personal information;

·       obtain access to your personal information that we hold;

·       request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate;

·       request that we erase your personal information in the following circumstances:

  • if we are continuing to process personal data beyond the period when it is necessary to do so for the purpose for which it was originally collected;
  • if we are relying on consent as the legal basis for processing and you withdraw consent;
  • if we are relying on legitimate interest as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us to continue with the processing;
  • if the personal data has been processed unlawfully (i.e. in breach of the requirements of the data protection legislation);
  • if it is necessary to delete the personal data to comply with a legal obligation;

·       ask us to restrict our data processing activities where you consider that:

  • personal information is inaccurate;
  • our processing of your personal information is unlawful;
  • where we no longer need the personal information but you require us to keep it to enable you to establish, exercise or defend a legal claim;
  • where you have raised an objection to our use of your personal information;

·       request a copy of certain personal information that you have provided to us in a commonly used electronic format. This right relates to personal information that you have provided to us that we need in order to perform our agreement with you and personal           information where we are relying on consent to process your personal information;

·       object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection we will carry out an assessment to determine whether we have an           overriding legitimate ground which entitles us to continue to process your personal information;

·       not be subject to automated decisions which produce legal effects or which could have a similarly significant effect on you.

If you would like to exercise any of your rights or find out more, please contact dpo@nus.org.uk.

 

Complaints or Contacting Us

Contact details

Our contact details are as follows:

Address:         Ian King House, Snape Road, Macclesfield, Cheshire, SK10 2NZ
Telephone:     0300 303 8602

We have appointed a person with responsibility for data protection matters who has responsibility for advising us on our data protection obligations. You can contact this person using the following details:

DPO@nus.org.uk

Complaints

If you have any complaints about the way we use your personal information please contact DPO@nus.org.uk who will try to resolve the issue. If we cannot resolve your complaint, you have the right to complain to the data protection authority in your country (the Information Commissioner in the UK).