Privacy & User Consent

GDPR: DATA PRIVACY NOTICE FOR MEMBERS

Introduction

CUBO ("We") are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).

1. Definitions

  • Data controllerA controller determines the purposes and means of processing personal data.
  • Data processorA processor is responsible for processing personal data on behalf of a controller.
  • Data subjectNatural person

Categories of data: Personal data and special categories of personal data

  • Personal dataThe GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
  • Special categories personal dataThe GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.
  • Processingmeans any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
  • Third partymeans a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

2. Who are we?

CUBO is the data controller. This means we decide how your personal data is processed and for what purposes. For all data matters contact Jan Capper, CEO, our data representative, on jan.capper@cubo.org.uk.

3. The purpose(s) of processing your personal data

We use your personal data for the following purposes:

  • To process your membership application and renewal
  • To inform you of matters of governance
  • To inform you about events and activities organised for or of interest to members
  • To inform you about higher education developments, events, reports and research
  • To give you the opportunity to network with other members via our website
  • To conduct surveys to improve membership benefits and value
  • For non-members we only collect personal data necessary to provide the service that you have specifically registered for, ie events, newletters, etc

You may give us information about you by filling in forms on the CUBO website or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you subscribe to membership, book onto a CUBO event, participate in discussion boards or other social media functions on our site, enter a competition, or complete a survey.

4. The categories of personal data concerned

With reference to the categories of personal data described in the definitions section, we process the following categories of your data:

  • Personal data [name, job title, professional e-mail address and work phone number, profile description and photograph]

We have obtained your personal data from you directly or from another CUBO Member for your institution.

5. What is our legal basis for processing your personal data?

Our lawful basis for processing your general personal data:

Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract - MEMBERSHIP OF CUBO

For non-members we only perform processing necessary to provide the service that you have specifically registered for, ie events, newletters, etc and any related payments or enquiries

6. Sharing your personal data

Your personal data will be treated as strictly confidential and will be shared for the performance of the contract only with such marketing agencies as we may properly contract and authorise to send communications about CUBO membership, news and benefits.

Your personal data [name, job title, professional e-mail address and employer name only] will be shared with CUBO’s corporate partners once per year ONLY with your express consent, which shall be sought separately, electronically and periodically, and which you have the right to withdraw at any time.

7. How long do we keep your personal data?

Following termination of your membership, we keep your personal data for no longer than 3 months and we only retain your data for the following purposes: to recognise you as an ex-member and in case of complaint/legal claim./p>

8. Providing us with your personal data

We require your personal data as it is a contractual requirement for us to successfully deliver the membership services.

9. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data which we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary to retain such data;
  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller;
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction on further processing;
  • The right to object to the processing of personal data.

10. Transfer of Data Abroad

Your personal data is stored on the YOURMEMBERSHIP association management software in the United States. We and YOURMEMBERSHIP have signed an EU GDPR Data Processing Addendum to our existing contract.

11. Automated Decision Making

We do not use any form of automated decision making in our business.

12. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use before starting the processing and setting out the relevant purposes and processing conditions.

13. Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on our website and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

14. How to make a complaint

To exercise all relevant rights, queries or complaints please in the first instance contact our CEO on jan.capper@cubo.org.uk
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.


Cookie Policy

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You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org which gives step-by-step guidance on how to control and delete cookies for your browser type.

Links

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.


"CUBO supports universities to be positive, safe places that provide value for money, excellent staff, student, and visitor experiences, and where students can thrive and make a positive impact."

Gillian Almond, Director of Commercial Services, Royal Holloway, London
Contact
College & University Business Officers
General Enquiries:
07958 599 947
admin@cubo.org.uk
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