University of Bradford Students’ Union
Data Protection and Privacy Policy

Your privacy matters — here’s how we protect and respect your data.

Table of Contents

Introduction | UBU’s Data Protection Obligations | Legal Basis for Processing | What Personal Data We Hold | How We Collect Data | How We Use and Process Data | When and Why We Share Data | How Long We Keep Data | Accessing Your Data | Changing or Deleting Data | Who Regulates Data Use | Who to Contact | Staff Privacy

Introduction

The University of Bradford Students’ Union (UBU) is committed to protecting and respecting your privacy, whether you are a student, staff member, or other person engaging with UBU services.

UBU adheres to the University of Bradford’s policies on data protection. As part of this, UBU adopts the UBU Information Security Policy and supporting policies including the Data Protection Policy which can be found at https://www.bradford.ac.uk/about/legal-and-governance/policies-statements/data-protection-policy/.

This privacy notice sets out how any personal data we collect from you through your electronic and/or paper application to UBU will be processed by us. This notice also sets out the basis on which any personal data related to your application which is passed to us by individuals and by third parties is collected and processed. Please read the following carefully to understand how we collect, process and share your personal data.

What Are UBU’s Data Protection Obligations?

Processing of personal data is controlled by the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018 (DPA) governs the use of information about people (personal data), with UBU acting as the Data Controller...

UBU agrees that Personal Data shall be:

  • Processed lawfully, fairly and in a transparent manner in relation to the data subject.
  • Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
  • Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
  • Accurate and, where necessary, kept up to date.
  • Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed, in accordance with UBU and University data retention schedules designed for this purpose.
  • Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
  • Be able to demonstrate compliance with the above principles.

On What Basis Does UBU Collect and Process Personal Data?

Data Protection Laws require that we meet certain conditions before we are allowed to use your data in the manner described in this notice, including having a "legal basis" for the processing...

  • Consent: We may ask you to provide us with special category or sensitive personal data, which we will only process with your express consent.
  • Legitimate Interests: Processing may be necessary for legitimate interests pursued by UBU or a third party, except where overridden by your rights or freedoms.
  • Performance of Contract: Processing may be necessary in relation to a contract we have entered into with you or are preparing to enter.

What Personal Data Does UBU Hold?

'Personal data' means any information which identifies you as an individual...

  • Name
  • Student number
  • UoB email address
  • Username
  • Gender
  • Date of birth
  • Course code
  • Student enrolment status
  • Mode of attendance
  • Fee status
  • Course block
  • Start and end dates
  • Department and faculty codes
  • Addresses
  • Course name

Depending on your relationship with UBU, we may also collect data such as bank account details, next of kin, visa status, or event attendance...

How Does UBU Collect Data?

The bulk of student data is received securely from the University of Bradford unless you have opted out...

How Does UBU Use and Process Personal Data?

We process your information for purposes such as:

  • Facilitating and managing UBU membership
  • Providing requested services
  • Managing elections and voting
  • Administering financial transactions
  • Managing event and activity participation
  • Supporting volunteering and training
  • Ensuring safety, welfare, and advice service registration
  • Producing statistics and equalities monitoring

When and Why Is My Personal Information Shared?

UBU endeavours to share the least possible data with others but may share where legally required or with trusted processors...

How Long Does UBU Keep Personal Data?

Your data is retained in accordance with UBU’s Data Retention Schedule...

How Do I Access My Data?

You have the right to access information held about you by contacting us or via the University’s Data Protection Policy.

How Do I Change or Delete Data?

Students can update certain personal details when logged into the UBU website. For others, contact ubu@bradford.ac.uk.

Who Regulates the Use of My Information?

UBU is registered with the Information Commissioner’s Office, registration number ZA781603.

Who Do I Contact with Questions?

For general data protection queries, contact UBU’s Data Protection Officer, Aleem Bashir, or visit the University’s data protection web pages.

How Are Staff Members Covered?

UBU complies with the UBU Staff Privacy Notice and may share some staff information with processors for survey or analysis purposes.

University of Bradford Students’ Union • Registered Charity

We handle your data responsibly and transparently under UK GDPR and the Data Protection Act 2018.