Privacy Policy

The Union of UEA Students (The Union) is an independent charity, whose primary goal is to represent the students at the University of East Anglia. Every student at UEA is a member of The Union and it is our purpose is to enrich the life of every UEA student. The Union is committed to ensuring that all data held by it is processed in accordance with the Data Protection Act 1998 (“DPA”).

The Union is a data controller for the purposes of the DPA and is obliged to keep your personal data secure and process it fairly and lawfully.

By giving the Union your personal information, you consent to the Union’s use of your personal data in accordance with this policy. We are committed to preserving the privacy of all our users. Please read the following privacy policy to understand how we use and protect the information that you provide to us.

Information that we collect from you

The table below illustrates the reasons why we might collect data from you, the types of data we collect whom we may share it with and how long we will keep it.

Purpose	Information	Who we will we share this information with?	How long will we keep this data?
Purchase of goods and services	Names, address, email address, phone number, bank details, purchase history	Contracted third parties to service the transaction, IT support provider	6 years
Job application (based on your application being unsuccessful)	Names, address, email address, phone number, education and employment history, information on your application form	Union staff involved in the recruitment process	1 year
Security and safety	CCTV footage, name, address, information in relation to any incident you may have been involved with or witnessed	The University, emergency services, CCTV footage	28 days

Your information will enable us to;

• To conduct transactions for purchasing goods and services
• To administer, support, improve and to develop our ticket booking and activities.
• To prepare anonymous statistics of the of the people who use our services.
• To notify you about events and services we offer, you can elect for this service through our website and can unsubscribe at any time.
• To ask for feedback about your experience in using the Union.
• Monitor incidents and improve safety on campus and in our venues.
• For job applicants to comply with employment legislation.

Disclosure of your information

The information you provide to us will be held on our computers in the UK and may be accessed by or given to our Management and Supervisory staff where necessary. Your information may also be accessed by or given to third parties located in the UK whom we contract to act for us in assisting us in processing your information, processing payments, IT and web support.

We may share your data with the University of East Anglia or the Emergency Services in the event of accident, injury or alleged criminal activity.

We will not share any sensitive personal data with anyone else without gaining your explicit prior consent. Sensitive personal data includes, race, ethnicity, trade union affiliations, religious beliefs, Political opinions, Religious beliefs, Trade union membership, Physical or mental health, Sexuality and Criminal offences.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us to any other parties without your consent.

Security and data retention

We employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We will retain your information for a period of up to 7 years after your last transaction or the date of an incident, or 1 year after an application for employment is received.

How will I know about your policy?

This policy will be on our employment and ticket booking websites and on display in our venue.

Disclosure of your information

The information you provide to us will be held on our computers in the UK and may be accessed by or given to our Management and Supervisory staff where necessary. Your information may also be accessed by or given to third parties located in the UK whom we contract to act for us in assisting us in processing your information, processing payments, and providing us with support services, such as IT and web support. The processing undertaken by these third parties is undertaken only on UUEAS instructions in accordance with contracts, and they will neither use nor transfer your personal data for their own purposes.

We will not share any sensitive personal data with anyone else without gaining your explicit prior consent. Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us to any other parties without your consent.

Your Data and Privacy

To understand how your personal data is collected, used, and protected, please refer to our Privacy Policy. This includes important information about:

• How we use your data
• How to make a Subject Access Request (SAR)
• Your rights regarding access, correction, and deletion of your data
• How we store and safeguard your personal information.

How to make a Subject Access Request

The Data Protection Act entitles individuals to request access to personal information that the Union is holding about them. This is known as a Subject Access Request. Requests must be made in writing on the application form on the Privacy Policy. Persons making the request will also be required to confirm their identity.

To request information held about yourself, please follow the steps below:

1. Print out and complete the Subject Access Request Form on our Privacy Policy
2. Enclose copies of 2 documents as proof of your identity
3. Send all documents to the Information and Data Compliance Officer, uea(su), Union House, UEA, Norwich, NR4 7TJ

What happens to a request?

1. On receipt of all relevant documentation the Information and Compliance Officer will contact the appropriate departments to obtain the data. In order to locate the correct information the Information and Compliance Officer may ask the person making the request to give an indication of the types of data they wish to see, what activity the information might application for employment or the purchase of goods and services where they believe the data is being stored.

2. The Information Compliance will consider the rights of third parties who have contributed information to the individual’s file(s). If possible, third parties will be anonymised prior to the information being released, if this is not possible, the consent of the third party to release the information to the person making the request will besought. Where consent cannot be obtained or is refused, the Information and Compliance Officer will consider whether it is reasonable to release the information in accordance to the Data Protection Act.

Some kinds of information are exempt under the Data Protection Act.

3. Where appropriate, the information will be released to the person making the request. All requests will be dealt with within 40 calendar days of the receipt of payment.

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To make this site work properly, we sometimes place small data files called cookies on your device. Most big websites do this too.

What are cookies?

A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.

How do we use cookies?

• To remember your display preferences
• To remember if you have agreed to the use of cookies or not
• To help try and make sure you don’t miss out on any shows that you might not want to miss.
• We use third party, session cookies, that help to ensure that you receive content that we think you will like, that we can see how customers use our website to make sure we deliver the best experience possible. We also aim to make sure that you don’t miss out on any tickets that you have expressed interest in.
• ueaticketbookings.co.uk control and access the data, we also work with a small number of third parties that may access the cookie data, and help us to make our website better.
• We will never use your cookie information for any other purpose, than those stated above
• you can withdraw consent at any time by deleting the cookie from your device (it’s in the settings)

Also, some videos embedded in our pages use a cookie to anonymously gather statistics on how you got there and what videos you visited.

Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that some features of this site may not work as intended.

The cookie-related information is not used to identify you personally and the pattern data is fully under our control. These cookies are not used for any purpose other than those described here.

How to control cookies

You can control and/or delete cookies as you wish – for details, see aboutcookies.org. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.