a. Guild of Students.com
Guildofstudents.com also acts as a data management system to allow students (members) to participate in range of activities associated with your Guild membership – such as voting in elections and referenda, joining student groups and societies, purchasing Guild products such as event tickets, and attending Guild meetings.
We gather both Personal Information and Anonymous Information from you when you visit guildofstudents.com. "Personal Information" means any information that may be used to identify you as an individual, and includes, from the personal information above: name (first and last); email address, and address. "Anonymous Information" means information that is not associated with or linked to your Personal Information; and does not permit or allow the identification of individual persons.
If you are not a University of Birmingham student, or if you are a University of Birmingham student but have not completed the University Registration process or have chosen not to join the Guild of Students, then if you purchase goods and services from us we shall process your personal information on the basis of the contract that you form with us through such purchase, rather than your consent to data processing.
The Guild of Students, via the site collects Personal Information and Anonymous Information, as described below.
Personal Information (collected from guildofstudents.com)
Personal Information is collected whilst using the site from you at the following points:
- If you are not a University of Birmingham student and register to the Site as a ‘guest’ to purchase goods or services, we will record your contact information, username and password.
- If you are a registered student at the University of Birmingham, you will use your University log credentials to access the site. Your password is not stored on the site/guildofstudents.com or by University of Birmingham Guild of Students in any form.
- If you are due to become a registered University Student in 2017, but have not completed the University Registration process, you can register to the site as a ‘Fresher’ to purchase goods and services, we will record your contact details and some personal information (such as where you will be living/your Hall of Residence), your username and password. When you officially become a University of Birmingham student and complete the registration process your Fresher account will cease to exist, and your purchasing history data will be migrated to your registered student account. Your temporary password and username will be removed at this point and you will use your University log credentials to access the site.
- If you make any purchases through the Site, the site will record your billing address,
- However, it will not record your payment card details. This information is collected through Sage Pay, our online payment provider. No card payment details are stored through or on the Site directly.
Information (collected automatically via guildofstudent.com)
As you navigate the site, certain information will be collected automatically. This data helps us to improve the content of the Site and to customise the content or layout of the Site for you.
How else we might use your personal information (via guildofstudents.com)
We collect personal information from you in order to fulfil your requests. For example, we may use your personal information to process an online purchase or interact with a service or feature on the site. We may also use your personal information to send you information that you requested, or to confirm registrations, purchases, or to respond to your feedback.
We may use your email address to notify you of products or services that may interest you, such as events or activities - subject to your communications opt-in preferences. In addition we may notify you of recent updates to the site, or to provide you with latest news on University of Birmingham Guild of Students.
We may create Anonymous Information records from guildofstudents.com activity and personal Information by excluding information (such as your name) that makes the information personally identifiable to you. We use this anonymous information to perform statistical analyses of users' aggregated behaviour so that we may enhance the content of our services and improve site navigation.
When someone visits guildofstudents.com, we collect standard internet log information and details of visitor behaviour patterns. We do this to measure data such as the number of visitors to the various parts of our Site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We also use Google analytics, which provides anonymous information such as the type of devise you are using to access the site, and other information such as age range and interests, which Google collects from your internet activity. We use this information to improve the user experience, and to gather general statistics about the users of our services (not user specific).
Disclosure of Personal Information (from guildofstudents.com)
Your Personal Information will not be sold, traded, or rented to individuals or other entities. However, we may need to share your Personal Information with third parties to charge your credit card or deliver specific services to you such as support services. These third parties are required not to use your Personal Information other than to provide the services requested by University of Birmingham Guild of Students.
- We may disclose your Personal Information if we believe in good faith that such disclosure is necessary to:
- comply with any relevant legal obligations or;
- protect and defend the rights or property of University of Birmingham Guild of Students or users of the site;
but only where this complies with the six Data Protection Principles and the rules of the DPA.
Guildofstudents.com contains links to other websites. We are not responsible for the content, accuracy or opinions expressed in such websites, and such websites are not investigated, monitored or checked for accuracy or completeness by the Guild of Students.
Inclusion of any linked website on or through guildofstudents.com or other Guild services does not imply approval or endorsement of the linked website by us. If you decide to leave a Guild website and access these third-party websites, you do so at your own risk.
b. Support Services
The Guild delivers a number of support services (Guild Advice, Student Mentors, Community Wardens, and Guild Lettings) where your consent or if you have one, then your contract with us or the University of Birmingham, is the lawful basis for the Guild to process your personal data. A summary of how each of these services use and process your personal data is provided below. Further details and information is available from the services directly.
Student Mentor Scheme
If you live in University Student Accommodation you agree to share your data with the Student Mentor Scheme and University of Birmingham’s Accommodation Services when you sign your accommodation contract with the University of Birmingham. The Student Mentor Scheme is delivered by the Guild of Students under a service level agreement with the University of Birmingham, Hospitality & Accommodation Services (HAS). For more information on the Student Mentor Scheme, click here.
When you use the Student Mentor Scheme (either directly or if you are referred from another service) and meet with an advisor for the first time you will be asked for consent to process your personal and in some cases special data. Notes will be taken from your meeting, and a ‘case’ created. The case notes are then uploaded onto our case management software, and the hard copy destroyed.
If you contact the Student Mentor Scheme via email, your email will be used to create a ’case’ and the correspondence recorded within the case management software. If you contact the Student Mentor Scheme by telephone, you will be asked for consent to process data, and notes taken from your conversation, which are then used to create a case.
Following your initial interaction with the scheme, every subsequent interaction will be recorded on to the case management software. This allows the Student Mentor Scheme to effectively support you that there is a record of your previous interactions each time you interact with the scheme.
Guild Lettings is a service for helping you find private accommodation and it’s is within our legitimate interests to processes your personal data in two ways when you use the service, dependent on whether you are seeking a ‘managed property’ or ‘Let Only’ property.
If you are seeking a ‘managed property’ you will be asked to supply your name and email so that Guild Lettings can arrange viewings for you. If you do not find a property within 12 months your personal data will be destroyed and removed from Guild Lettings records. If you find a property, you will be asked to complete an online application form and pay a deposit. You will be asked to provide a photocopy of your driving licence, passport, visa student ID and proof of address and complete ‘guarantor’ paperwork. A hard and electronic record of this data will be kept and processed. You will then be asked to sign a ‘tenancy agreement’ which will include the name, phone number, email and address of all tenants within the property and the landlord.
Your deposit will be registered with the ‘Deposit Protection Scheme’ (DPS) and your name, address, phone number and email address provided shared with the DPS. Your name, phone number, email and address will also be shared with ‘The Maintenance Team’ who are contracted to provide maintenance services within managed properties; and may be passed to relevant utility companies (gas, electric, water, internet, and local authorities (Birmingham City Council for the purposes of Council Tax).
All tenancy agreement and personal data is also stored electrically within the Lettings Management software.
Let Only Property
If you are seeking a ‘let only’ you will be asked to supply your name and email so that Guild Lettings can arrange viewings for you. If you do not find a property within 12 months your personal data will be destroyed and removed from Guild Lettings records.
If you find a property, you will be asked to complete an online application form and pay a deposit. You will be asked to provide a photocopy of your driving licence, passport, visa student ID and proof of address and complete ‘guarantor’ paperwork. A hard and electronic record of this data will be kept and processed. You will then be asked to sign a‘tenancy agreement’ which will include the name, phone number, email and address of all tenants within the property and the landlord.
Your contact details, application, ID and the ‘guarantor’ paperwork will/may be shared with the landlord or the property, and may passed to relevant utility companies (gas, electric, water, internet, and local authorities (Birmingham City Council for the purposes of Council Tax).
All tenancy agreement and personal data is also stored electrically within the Lettings Management software.
When you visit, contact or access services provided by Guild Advice, you will be asked to provide consent so that Guild Advice can collect and process your personal and special data in order to provide advice and deliver support services to you. This information will also be used to inform anonymous statistical information for analysis and used to improve the Guild Advice service to students.
In order to provide you with the most comprehensive service and ensure all possible enquiries have been made in order to advise and support you with your case, Guild Advice may request your further consent to share your personal information and information related to your enquiry or case with a third party or parties. For example, it may be relevant to your case that Guild Advice contact a University of Birmingham support service or department or an external service or organisation on your behalf to provide you with additional advice, guidance and support. Only on receipt of your express written consent will Guild Advice act on your behalf and discuss any matters related to you or your case with a third party.
Upon receiving your written consent, Guild Advice will record and process your personal (and in some cases special) data in accordance with your consent. All personal data and subsequent enquiry or case notes are recorded in hard copy and then uploaded on to our ‘Advice Pro’, case management software. Any supporting evidence you provide will also be scanned and uploaded on to Advice Pro. Following your initial interaction with Guild Advice, every subsequent interaction will be recorded on to the Advice Pro case management software. Your data is generally only accessible by staff members within Guild Advice. However, on some occasions, your data is accessible to Guild Full Time Officers, for example, where representation is required (for example, within a University hearing).
On the rare occasion that a student visiting Guild Advice is unable to provide consent, action may be taken to protect vital interests.
You have the right to withdraw your consent to share your data at any point. Please contact your appointed Advisor or the Guild Advice Manager for further information.
The Community Warden Scheme is delivered by the Guild of Students in partnership (under a service level agreement) with the University of Birmingham. The scheme works within the local community to promote and support community cohesion, improve and deliver environmental and crime prevention initiatives. For more information on the Community Warden Scheme, click here.
Students and non-student local residents are able to report community issues to the scheme via phone, email or in person. When you report an issue, you will be asked for consent to process your personal data and the information you provide. When you report an issue a ‘case’ will be created and a summary of the issue recorded and action required; a contact log will also be created and will summarize discussions and issues raised. This allows us to effectively progress your case and means you don’t have to repeat your concerns each time you interact with the scheme. This information may be shared with members of Community Warden Staff, in hard copy or electronic format, with any hard copies destroyed after use.
Community Warden Staff may also record report activity which is identified on visits (following up reported incidents outlined above) and from patrols. This data may include, for example, a street name and house number and a summary of the issue identified – for example, bulky waste; and is recorded as a ‘case’ and shared with Community Warden Staff team members.
Anonymous statistics and monitoring data from the Community Warden scheme will be shared with the University and some other third parties such as the City Council. In some cases specific case information and personal data will be shared with third parties such as the University of Birmingham, should further support be required to resolve the case; and West Midlands Police, if, as a complainant, your query needs additional support to resolve or if action is required for law enforcement purposes.
c. Job applicants and current and former Trustees and volunteers of the University of Birmingham Guild of Students and Guild Services Limited
When individuals apply to work or be a trustee or volunteer at University of Birmingham Guild of Students, or Guild Services Limited we will only use the information they supply to us to process their application and to monitor recruitment statistics. We will collect this information because of our legitimate interests and also (if you are applying to be an employee) because if your application is successful we may enter into an employment contract with you. We may also be collecting your special data (for example your health data) if you consent to this and (if you are applying to be an employee) in order to carry out our obligations under employment law.
Where we want to disclose information to a third-party, for example, where we want to take up a reference or carry out a Disclosure and Barring Service Check, we will not do so without informing applicants beforehand.
Personal Information about unsuccessful candidates will be held for 6 months after the recruitment exercise has been completed; it will then be destroyed or deleted. We retain depersonalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.
We will keep information on volunteers while they are volunteering for us and for a period of three year after this ends. A summary of their volunteering will be kept for a period of three years after their volunteering ends in case they ask us to provide a reference for them during this period.
Information on Trustees and Directors will be retained for the life of the company, as required by Companies House and Charity Commission records.
d. Communications & Marketing
The University of Birmingham Guild of Students will only send you information directly to your University of Birmingham email address that is deemed relevant to your membership of the Guild of Students. When first contacted by the Guild (following completion of University of Birmingham online registration) you are able to update your communication preferences – which includes additional information you would like to receive about wider events and activities which may be of interest to you – and thereby provide consent to be contacted with relevant promotions, offers or information that you have expressed an interest in (in addition to information directly linked to your membership of the Guild).
If at any point you do not wish to receive further updates and wish to opt out go to guildofstudents.com/profile/ or if you are logged in, go to the ‘Profile’ icon within the left hand menu and modify your preferences or contact details.
You may opt-out from receiving promotional or marketing emails by notifying us at the address specified at the bottom of any unwanted email. Emails may be sent to you from University of Birmingham Guild of Students or from its societies, clubs or other student groups affiliated to University of Birmingham Guild of Students (if you have joined a group and are therefore a member of that group). If you unsubscribe from a University of Birmingham Guild of Students email, you may still receive emails from these affiliated groups and vice versa.
In some cases the opt-out facility is not available unless you have opted out of Guild of Students’ membership completely. These instances include: transactional or relationship messages, such as those that are necessary to provide you with confirmation of a completed transaction (such as a purchase, request, or change in your user profile at guildofstudent.com); emails providing notification of changes of terms of service; or those providing information related to your membership such as notice for General meetings, elections, or referenda.
e. CCTV – Crime Prevention & Guild Venues
CCTV is used in the Guild for maintaining the security of property and premises and for preventing and investigating crime. It is also a condition of the Guild’s license. It is therefore in the Guild’s legitimate interests to operate CCTV on its premises. The information processed may include visual images, personal appearance and behaviours. This information may be about staff, students, customers, and clients, offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the area under surveillance. Where necessary or required this information is shared with the data subjects themselves, employees and other Guild staff, service providers, police forces, security organisations, and persons making an enquiry.
A copy of the Guild of Students’ CCTV policy can be found here.
If you use the Guild’s venues (for example on a club night such as Fab n Fresh), and are involved in an incident or removed from the premises for licencing purposes, an ‘incident form’ will be produced. You may be asked be asked to produce your University ID card, and to provide additional personal data such as your contact details. Data recorded may outline the details of the incident and contain further personal or special data.
Incident forms are processed by the HR & Administration department and only shared with those staff and Guild Officers who need to have access to the information. Incident forms are hard copy documents, which are then scanned into an electronic format and destroyed. This information may then be used to inform a membership (or student group) disciplinary, and sanctions imposed.
Please note, the Guild is a membership organisation and as such, you can be asked to provide proof of your membership and your University ID card at any point before you enter and during your time within the Guild of Students building. Failure to comply may result in your removal from the building or refusal of entrance.
f. Undertaking Research
Personal information is also processed in order to undertake research. For this reason the information processed may include name, contact details, family details, lifestyle and social circumstances, financial details, goods and services. Special data may be processed including physical or mental health details, racial or ethnic origin and religious or other beliefs. This information is about survey respondents. Where necessary or required this information may be shared with third party research organisations and companies whom we are working with to deliver the research [who will be subject to a data sharing agreement with the Guild].
We may email you for research purposes relating to your membership of University of Birmingham Guild of Students based on anonymous information you have already provided through completion of questionnaires or polls; we may also email you to ask you to take part in research activity such as completing surveys, and inviting you to attend focus groups. This information is only gathered for reasons associated with improving services to our members and anonymous data/information is only accessed by employees of University of Birmingham Guild of Students.
Sometimes we may commission a specialist company or consultants to carry out research to help us improve our services to you. In this case we may share your personal data so that the company or consultants can contact you to ask if you wish to take part. If you do not, then your details are deleted from their database. Your personal data is not used by them for any other purpose. We enter into data processor agreements with our data sharing partners (data processors) to make sure that they comply with their data protection obligations to us and to you.
g. Award Schemes
We may also use your personal data to nominate, enrol or enter you in any relevant competitions or award schemes and publicise your name in such schemes. You will always be informed of your nomination or entry and have the right to withdraw and have your name removed from publication.