Privacy Policy - Revision history

DavidNewman: Updated privacy policy with changes agreed at last meeting.

2018-06-20T20:05:48Z

Updated privacy policy with changes agreed at last meeting.

← Older revision		Revision as of 20:05, 20 June 2018
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	We may also collect, store and use the following "special categories" of more sensitive personal information:		We may also collect, store and use the following "special categories" of more sensitive personal information:
	* Information about your health, including any medical condition, health and sickness records.		* Information about your health, including any medical condition, health and sickness records.
			* Trade union memberships (SUSU)

	=== How is your personal information collected? ===		=== How is your personal information collected? ===
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	We will share personal information with the University of Southampton Students’ Union as part of being an affiliated club or society, in order to process your membership, and to run the club or society.		We will share personal information with the University of Southampton Students’ Union as part of being an affiliated club or society, in order to process your membership, and to run the club or society.

	We share some of your personal information with the University of Southampton, only where there is a specific need to, including for hosting information services, (such as web and email).		We share some of your personal information with the University of Southampton, only where there is a specific need to, including for hosting information services, (such as web and email), and administering the SOWN project.

	We share some of your personal information with Google for the purposes of hosting information services, (such as web and email).		We share some of your personal information with Google for the purposes of hosting information services, (such as web and email).

	We share some of your personal information (e.g. shirt size, name, nickname and Amateur Radio callsign) with Caroline’s T-Shirts for the purposes of purchasing personalised clothing.		We share some of your personal information (e.g. shirt size, name, nickname and Amateur Radio callsign) with Caroline’s T-Shirts for the purposes of purchasing personalised clothing.

			We share some of your personal information with Lloyds Bank for the purpose of administering financial payments where necessary.

			We share some of your personal information with GitHub/Microsoft for the purpose of providing access to our source code repos.

	=== How secure is my information with third-party service providers? ===		=== How secure is my information with third-party service providers? ===
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	If you have any questions about this privacy notice, please contact us using the above contact details		If you have any questions about this privacy notice, please contact us using the above contact details

	'''Last updated: ~~31st May~~ 2018'''		'''Last updated: 20th June 2018'''

DavidNewman: Updated heading depths

2018-06-07T18:15:21Z

Updated heading depths

DavidNewman: Finished adding privacy policy. Further changes will be needed

2018-06-07T18:10:19Z

Finished adding privacy policy. Further changes will be needed

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 '''2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.'''
 '''3. Relevant to the purposes we have told you about and limited only to those purposes.'''
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 '''Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.'''

DavidNewman at 17:45, 7 June 2018

2018-06-07T17:45:35Z

← Older revision		Revision as of 17:45, 7 June 2018
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	'''2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.'''		'''2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.'''

			== Do we need your consent? ==
			We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

			== Information about criminal convictions ==
			'''We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our privacy standard.'''

			'''Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.
			We may also process such information about members or former members in the course of legitimate membership activities with the appropriate safeguards.'''



	'''3. Relevant to the purposes we have told you about and limited only to those purposes.'''		'''3. Relevant to the purposes we have told you about and limited only to those purposes.'''

DavidNewman: /* How we use particularly sensitive personal information */

2018-06-07T17:42:25Z

How we use particularly sensitive personal information

← Older revision		Revision as of 17:42, 7 June 2018
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	'''1. In limited circumstances, with your explicit written consent.'''		'''1. In limited circumstances, with your explicit written consent.'''

	'''2. Where we need to carry out our legal obligations and in line with our privacy standard.'''		'''2. Where we need to carry out our legal obligations and in line with our privacy standard.'''

	'''3. Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme, and in line with our privacy standard.'''		'''3. Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme, and in line with our privacy standard.'''

	'''4. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.'''		'''4. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.'''

	'''Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.'''		'''Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.'''

DavidNewman: /* The kind of information we hold about you */

2018-06-07T17:41:45Z

The kind of information we hold about you

← Older revision		Revision as of 17:41, 7 June 2018
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	* Personal contact details such as name, nicknames, title, addresses, telephone numbers, and email addresses.		* Personal contact details such as name, nicknames, title, addresses, telephone numbers, and email addresses.
	Student ID number.		* Student ID number.
	* Information about your use of our information and communications systems.		* Information about your use of our information and communications systems.
	* Photographs.		* Photographs.

DavidNewman: /* The kind of information we hold about you */

2018-06-07T17:40:13Z

The kind of information we hold about you

← Older revision		Revision as of 17:40, 7 June 2018
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	'''6. Kept securely.'''		'''6. Kept securely.'''

	=== The kind of information we hold about you ===		== The kind of information we hold about you ==
	'''Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).		'''Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

DavidNewman: Added first half of privacy policy.

2018-06-07T17:38:52Z

Added first half of privacy policy.

← Older revision		Revision as of 17:38, 7 June 2018
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	This will be the ~~page~~ where we ~~put~~ our privacy ~~policy once~~ we have ~~sorted out~~ the ~~details~~.		'''The Southampton University Wireless Society (SUWS) is committed to protecting the privacy and security of your personal information. This privacy policy describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR). It applies to all members of the organisation.'''

			The Southampton University Wireless Society (SUWS) is a ''"data controller"''. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. The person responsible for data protection within our organisation is the Secretary who can be contacted via our [https://www.suws.org.uk/wp/contact-us/ Contact Us] page.

			This notice applies to current and former members. This notice does not form part of any contract to provide
			services. We may update this notice at any time. When changes are made to this document we will inform you electronically of the update.

			It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

			== Data protection principles ==
			'''We will comply with data protection law. This says that the personal information we hold about you must be:'''

			'''1. Used lawfully, fairly and in a transparent way.'''

			'''2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.'''

			'''3. Relevant to the purposes we have told you about and limited only to those purposes.'''

			'''4. Accurate and kept up-to-date.'''

			'''5. Kept only as long as necessary for the purposes we have told you about.'''

			'''6. Kept securely.'''

			=== The kind of information we hold about you ===
			'''Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

			There are "special categories" of more sensitive personal data which require a higher level of protection.'''

			We may collect, store, and use the following categories of personal information about you:

			* Personal contact details such as name, nicknames, title, addresses, telephone numbers, and email addresses.
			Student ID number.
			* Information about your use of our information and communications systems.
			* Photographs.
			* Biometric data (such as T-shirt size).
			* Amateur Radio licence status and callsigns.
			* Amateur Radio exam results.
			* Amateur Radio examiner accreditation.
			* Bank account details.
			* Mailing list email communications.
			* Version control commit histories.
			* Public web posts.

			We may also collect, store and use the following "special categories" of more sensitive personal information:
			* Information about your health, including any medical condition, health and sickness records.

			== How is your personal information collected? ==
			We typically collect personal information about members through the membership joining process directly from members. We may sometimes collect additional information from third parties including the University of Southampton and the University of Southampton Students' Union.

			We may collect additional personal information in the course of member-related activities throughout the period of your membership with us.

			== How we will use information about you ==
			'''We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:'''

			'''1. Where we need to perform the contract we have entered into with you.'''

			'''2. Where we need to comply with a legal obligation.'''

			'''3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.'''

			'''4. Where you are a significant member of the organisation that we need to introduce to a customer or other third party.'''


			'''We may also use your personal information in the following situations, which are likely to be rare:'''

			'''1. Where we need to protect your interests (or someone else's interests).'''

			'''2. Where it is needed in the public interest or for official purposes.'''


			== Situations in which we will use your personal information ==
			We need all the categories of information in the list above, primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.

			* Administering the contract that we have entered into with you.
			* Maintaining your personal details including ensuring effective communications with you.
			* Keeping financial records.
			* Assessing qualifications for a particular task.
			* Maintaining a formal record of your activities with us.
			* Training and development requirements.
			* Dealing with other third parties to whom your identity and background information is important.
			* Dealing with legal disputes involving you, or other members, including accidents.
			* Complying with health and safety obligations.
			* To prevent fraud.
			* To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
			* Equal opportunities monitoring.
			* Managing society alumni relations and fundraising.
			* Managing complaints made to us.
			* Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

			== If you fail to provide personal information ==
			If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as providing access to our activities), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our members).

			== Change of purpose ==
			We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

			Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

			== How we use particularly sensitive personal information ==
			'''"Special categories" of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:'''

			'''1. In limited circumstances, with your explicit written consent.'''
			'''2. Where we need to carry out our legal obligations and in line with our privacy standard.'''
			'''3. Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme, and in line with our privacy standard.'''
			'''4. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.'''

			'''Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.'''

DavidNewman: Added Privacy Policy page

2018-06-02T10:19:49Z

Added Privacy Policy page

New page

This will be the page where we put our privacy policy once we have sorted out the details.

← Older revision		Revision as of 18:15, 7 June 2018
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			== Purpose of this document ==
	'''The Southampton University Wireless Society (SUWS) is committed to protecting the privacy and security of your personal information. This privacy policy describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR). It applies to all members of the organisation.'''		'''The Southampton University Wireless Society (SUWS) is committed to protecting the privacy and security of your personal information. This privacy policy describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR). It applies to all members of the organisation.'''

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	It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.		It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

	== Data protection principles ==		=== Data protection principles ===
	'''We will comply with data protection law. This says that the personal information we hold about you must be:'''		'''We will comply with data protection law. This says that the personal information we hold about you must be:'''

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	'''6. Kept securely.'''		'''6. Kept securely.'''

	== The kind of information we hold about you ==		=== The kind of information we hold about you ===
	'''Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).		'''Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

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	* Information about your health, including any medical condition, health and sickness records.		* Information about your health, including any medical condition, health and sickness records.

	== How is your personal information collected? ==		=== How is your personal information collected? ===
	We typically collect personal information about members through the membership joining process directly from members. We may sometimes collect additional information from third parties including the University of Southampton and the University of Southampton Students' Union.		We typically collect personal information about members through the membership joining process directly from members. We may sometimes collect additional information from third parties including the University of Southampton and the University of Southampton Students' Union.

	We may collect additional personal information in the course of member-related activities throughout the period of your membership with us.		We may collect additional personal information in the course of member-related activities throughout the period of your membership with us.

	== How we will use information about you ==		=== How we will use information about you? ===
	'''We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:'''		'''We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:'''

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	== Situations in which we will use your personal information ==		=== Situations in which we will use your personal information ===
	We need all the categories of information in the list above, primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.		We need all the categories of information in the list above, primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.

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	* Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.		* Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

	== If you fail to provide personal information ==		=== If you fail to provide personal information ===
	If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as providing access to our activities), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our members).		If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as providing access to our activities), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our members).

	== Change of purpose ==		=== Change of purpose ===
	We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.		We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

	Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.		Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

	== How we use particularly sensitive personal information ==		=== How we use particularly sensitive personal information? ===
	'''"Special categories" of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:'''		'''"Special categories" of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:'''

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	'''Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.'''		'''Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.'''

	== Do we need your consent? ==		=== Do we need your consent? ===
	We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.		We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

	== Information about criminal convictions ==		=== Information about criminal convictions ===
	'''We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our privacy standard.'''		'''We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our privacy standard.'''

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	We are allowed to use your personal information in this way to carry out our obligations.		We are allowed to use your personal information in this way to carry out our obligations.

	== Data sharing ==		=== Data sharing ===
	'''We may have to share your data with third parties, including customers, third-party service providers and other entities in the group.'''		'''We may have to share your data with third parties, including customers, third-party service providers and other entities in the group.'''

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	== Why might you share my personal information with third parties? ==		=== Why might you share my personal information with third parties? ===
	We may share your personal information with third parties where required by law, where it is necessary to administer the relationship with you or where we have another legitimate interest in doing so. We may be subject to a legal requirement (with or without your consent) to share your personal information with the University of Southampton, University of Southampton Students’ Union or a government agency, (such as the police or security services, or other statutory authorities with investigatory powers), under special circumstances (e.g. relating to tax, crime or health and safety). Where feasible and appropriate, we will notify you of our intention to share such information in advance.		We may share your personal information with third parties where required by law, where it is necessary to administer the relationship with you or where we have another legitimate interest in doing so. We may be subject to a legal requirement (with or without your consent) to share your personal information with the University of Southampton, University of Southampton Students’ Union or a government agency, (such as the police or security services, or other statutory authorities with investigatory powers), under special circumstances (e.g. relating to tax, crime or health and safety). Where feasible and appropriate, we will notify you of our intention to share such information in advance.

	== Which third-party service providers process my personal information? ==		=== Which third-party service providers process my personal information? ===
	"Third parties" includes third-party service providers (including contractors and designated agents) and other entities within our group.		"Third parties" includes third-party service providers (including contractors and designated agents) and other entities within our group.

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	We share some of your personal information (e.g. shirt size, name, nickname and Amateur Radio callsign) with Caroline’s T-Shirts for the purposes of purchasing personalised clothing.		We share some of your personal information (e.g. shirt size, name, nickname and Amateur Radio callsign) with Caroline’s T-Shirts for the purposes of purchasing personalised clothing.

	== How secure is my information with third-party service providers? ==		=== How secure is my information with third-party service providers? ===
	All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information under the general law or in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.		All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information under the general law or in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.