NTSU Data Protection Statement

1 Principles:

1.1 In this statement, "website" means the Nottingham Trent Students’ Union at www.trentstudents.org and NTSU means Nottingham Trent Students’ Union.

1.2 NTSU will not share your data with any third party organisation other than our website provider (ARRK / NUS) without your consent.

1.3 NTSU will only communicate to you via email (instigated via the NTSU website) when you express your desire to do so through your online account settings which you can change at any point in time.

1.4 All NTSU staff have clear data protection statement included in their contract of employment with NTSU.

1.5 Student Committee Members that have access to your data with do so on the provision of them agreeing to a clear data protection agreement.

1.6 Student Committee Members will only have access to data for groups that they have been elected to manage.

1.7 By signing up to our volunteering service and applying for a volunteering opportunity you are giving us consent to share data required to process your application to be a volunteer with that organisation.

2 Data We Hold:

2.1 If you are a student at Nottingham Trent University you will have an option to ‘opt out’ of NTSU receiving data that the University holds about you. If you choose to ‘opt out’ you will not be able to access the majority of our online services such as elections and joining societies.

2.2 Should you choose not to ‘opt out’ your data will be automatically and electronically loaded into the website database inline with the data sharing agreement NTSU holds with Nottingham Trent University. In addition to the data received from Nottingham Trent University we record your online behaviour such as purchase history. 2.3 If you are not a student a Nottingham Trent University we simply hold the data, you provide during the website registration process and records of your online behaviour such as purchase history.

2.4 We do not hold any bank account / credit card details and do not hold Nottingham Trent University passwords as student ‘log ins’ are processed though a single sign on process administered by Nottingham Trent University.

2.5 We may from time to time collect additional data via online forms and will only use the data collected from these forms to administer the activity or service we are requesting the information for.

3 Where is Data Held:

3.1 Data that is received from Nottingham Trent University and through online behaviour recording is stored in Amazon’s (AWS) European Data Centre in the Republic of Ireland.

3.2 Data received from online forms used on the website is stored in a secure server operated and administered by Nottingham Trent University.

4 Why Do We Hold Data:

4.1 We hold data; to ensure we can offer you an interactive website experience, to ensure only students and student groups can access certain parts of the website, to ensure we can conduct equal opportunities monitoring, to ensure you a hassle free e-commerce experience and communicate information relevant to you.

5 Data Security:

5.1 The importance of security for all personally identifiable information associated with our users is of utmost concern to us. We take technical, contractual, administrative and physical steps to protect all of the user information we hold. Despite this you acknowledge and accept that no system can be guaranteed to be 100% secure.

5.2 It is important for you to protect against unauthorised access to your password and to your computer. Be sure to log out when using a shared computer and take steps to make sure your personal information has not been stored by that computer or a network connected to it.

6 Cookies: 6.1 Cookies are very small text files that are stored on your computer when you visit some websites. We use cookies to help identify your computer so we can tailor your user experience, track shopping basket contents and remember where you are in the order process. You can disable any cookies already stored on your computer, but these may stop our website from functioning properly.

6.2 The following is strictly necessary in the operation of our website:

6.2.1 Remember what is in your shopping basket.

6.2.2 Remember where you are in the order process.

6.2.3 Remember that you are logged in and that your session is secure.

6.3 The following are not Strictly Necessary, but are required to provide you with the best user experience and also to tell us which pages you find most interesting (anonymously):

6.3.1 Functional Cookies that will track the pages you visit via Google Analytics

6.3.2 Targeting Cookies that will allow you to share pages with social networks such as Facebook (If available), allow you to share pages via Add This (If available) and to view the ‘Add This’ Privacy Policy or to opt out of any online behavioural advertising, please visit Add This and click on the ‘Opt Out’ button.

6.4 Our website will not share any personal information with third parties.

6.5 If you don’t want to receive cookies, you can modify your browser so that it notifies you when cookies are sent to it or you can refuse cookies altogether. You can also delete cookies that have already been set.

6.6 If you wish to restrict or block web browser cookies which are set on your device, then you can do this through your browser settings; the Help function within your browser should tell you how. Alternatively, you may wish to visit www.aboutcookies.org, which contains comprehensive information on how to do this on a wide variety of desktop browsers.

7 Your Responsibilities:

7.1 For full information on your responsibility in keeping your own personal data safe please refer to Nottingham Trent Universities Computer Use Regulations.

*** DOCUMENT END *** Updated May 2016