Data Protection Policy

What is all this about? Simply, this page contains information on how we gather, process and store personal information both for our day to day operations such as administering clubs and societies, Union elections and meetings through to your use of our website www.stirlingstudentsunion.com

Here you'll find information relevant to your status (for example, if a student or a consumer). We aim to provide clear information on our legal basis for collecting, processing and storing information. Further details on your rights relating to your data and how to ensure this is accurate can be found in the Data Protection Policy.

Access the Union's overarching Data Protection Policy here.
Access the Union's Data retention Schedule here.

 

Privacy notices

As outlined above, we deal with a number of bodies of individuals ranging from student members to staff, suppliers, contractors and consumers. In each case we have set out an appropriate Privacy statement which outlines the key aspects of how we gather and process relevant information. In addition, we have also outlined a brief snapshot document which gives an illustration of the kind of information we gather and the purposes for doing so. This can be accessed here.

In presenting the Privacy statements below, please note that we rely upon a number of lawful reasons for processing including by contract, through legal obligation and where we have assessed there is legitimate interest.

Student Data Privacy Statement
Consumer Data Privacy Statement
Supplier, Contractor & Client Data Privacy Statement 

For staff, please refer to the Union's Employee Data Protection Policy.

 

Communicating with you

We will only ever contact you to either fulfil a legal obligation (information on the Union’s activities related to this legal obligation) fulfil a contract (for example staff) or where we believe you have a legitimate interest in us communicating with you (for example to confirm an online shop order or matter relating to your participation in clubs and societies having bought a membership). The Union undertakes any communication in line with the Privacy and Electronic Communications (PECR) guidance. For any communication sent via our MSL system, you will be provided with an unsubscribe option to select your options for any future communication.

 

Advocacy service

Further information on how we process personal information in relation to your interaction with our advocacy service are outlined within the Student Student Data Privacy statement which be found here.

 

Cookies - what are they?

“A cookie is a small file, typically of letters and numbers, downloaded on to a device when the user accesses certain websites. Cookies are then sent back to originating website on each subsequent visit. Cookies are useful because they allow a website to recognise a user’s device.” – Text taken from ICO document ‘Guidance on the rules on use cookies and similar technologies’, dated 13 December 2011.

Broadly speaking, cookies are either ‘session-based’ or ‘persistent’.  The former is deleted when you close your browser.  The latter is more likely to collect a greater amount of personal information, such as browsing behaviour if so-configured, and is deleted manually or on its expiration date. Cookies are used to provide a better online experience for you and provide us with helpful insight into the content which is of most interest to you.

Which cookies does the MSL system include?

The MSL system includes two cookies:

ASP.NET_SessionID

Stores a temporary unique identifier for your session – no other information is stored. This cookie is removed when you close your browser.

Expires on exit of browser

ASPXAUTH

When you are logged in, this cookie stores a value which identifies you to your site. This value is encrypted and can only be read by the server. If you use the Remember Me function this cookie remains on your computer for 3 months, otherwise it is removed when you log out of the site.

Expires on exit of browser or 3 months (optional)

AntiXsrfToken

Implements a preventative mechanism against Cross-Site Request Forgery attacks (see https://en.wikipedia.org/wiki/Cross-site_request_forgery for further details)

Expires on exit of browser

NREUM

Used by New Relic (performance monitoring) as a work around for browsers that do not support the Navigation Timing API.

Expires on exit of browser


The session cookie and aspxauth are strictly necessary for the functioning of the logged in site. Users should not disable these if they want a logged-in browsing experience.

As we use Google Analytics to ensure we’re providing the right browsing experience for you, your site will also drop the following cookies:

_utma

Used by Google Analytics to capture and determine unique visitors and the frequency of views. __utma is written to the browser on your first visit to a site (from the browser being used).

2 year expiry

_utmb

Used by Google Analytics to establish and continue your session on the site. Each time you visit a page it is updated to expire in 30 minutes. It expires if you spend more than 30 minutes on a single page.

30 minute expiry

_utmc

Previously used by Google Analytics javascript to define a session status.

6 month expiry

_utmz

Used by Google Analytics to store the type of referral used to reach the site; e.g. direct, link, web search, etc.

Expires on exit of browser


By using our site, you acknowledge that we will use the cookies outlined above. Further information about cookies can be found on allaboutcookies.org.

If you have questions regarding Data Protection, please e-mail the Union on theunion@stir.ac.uk

Contact Us

University of Stirling Students' Union
The Robbins Centre
The University of Stirling
FK9 4LA

email: theunion@stir.ac.uk
phone: 01786 467166

a registered Scottish Charity: SC023788

Additional Information

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© University of Stirling Students' Union 2013