Privacy

Privacy Notices

London School of Ecominics Students' Union (LSESU) is committed to protecting and respecting your privacy, whether you are a student, staff member, or other person engaging with Union services.

The Union adheres to LSE's policies on data protection. As part of this, LSESU adopts the LSE Information Security Policy and supporting policies including the Data Protection Policy which can be found at https://www.lse.ac.uk/lse-information/privacy-policy

This privacy notice sets out how any personal data we collect from you through your electronic and/or paper application to LSE 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. 

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WHAT ARE LSESU'S DATA PROTECTION OBLIGATIONS?

In accordance with the Data Protection Act (1998) and the GDPR, and any data protection legislation enacted in the UK (the "Data Protection Legislation") we are a data controller and this means that we are legally responsible for the personal data we collect and hold about you. One of our responsibilities is to tell you about the different ways in which we use your personal data – what information we collect, our legal basis for doing so, why we collect it, where we collect it from and whether and with whom we will share it with. We also need to tell you about your rights in relation to your personal data.

LSESU will use the personal data you provide, as well as personal data for which you have given consent for LSESU to receive in order to manage your Union membership, or to enable you to interact with Union services as a non-member. In addition to the information in this statement, you may be given further information about the uses of your personal data when you sign up to use specific services and facilities we offer, and in certain situations, you may be asked whether you give your consent to us processing information about you.

LSESU 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 LSE and LSESU 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

Data sharing agreement

We have a Data Sharing Agreement with the London School Of Economics, which enables the sharing of our members data. This agreement details what data may be shared and for what purposes. When we (LSE Students' Union) receive this data we become a data controller.

Data Sharing Agreement

Data Protection Officer

• Ben Whittaker Chief Executive Officer b.whittaker@lse.ac.uk

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. We take our responsibilities under Data Protection Laws extremely seriously, including meeting these conditions. The legal bases on which your personal data are collected are explained below.

Consent:  We may ask you to provide us with a special category or sensitive personal data as detailed in this document, which we will agree only to process with your express consent.

Legitimate interests:  The processing of your personal data may be necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or by fundamental rights and freedoms which require protection of personal data. It may be necessary for our legitimate interests to collect your personal data to enable us to manage certain operations and services of LSESU effectively. 

Performance of contract: The processing of your personal data may be necessary in relation to the contract we have entered into with you to provide LSESU's services to you or because you have asked for something to be done so you can enter into such contract.

'Personal data' means any information which identifies you as an individual. It may include your name but it may also be other information such as your date of birth, nationality and gender which when combined identify you.

After enrolment we receive the following data from LSE for current students who have not opted out of LSESU membership:

• LSE ID
• Full name
• Date of birth
• Sex
• Email address
• Hall of Residence
• Contact telephone number
• Ethnicity
• Country of Domicile
• Fee status
• Department and course
• Enrolment status
• Mode of attendance
• Sexual orientation
• Disability
• Race
• Home postcode

Depending on your relationship to LSESU, we will collect additional information in order for us to manage membership, involvement with LSESU, or contract of employment which could include bank account details; next of kin details; visa status; and event attendance.

The data required will be covered during the on-boarding process and enrolment in a service.

Some of the personal data used for the above purposes are classed as being within 'special categories of personal data' under the Data Protection Legislation, for example, information relating to your ethnicity or any disability. This is collected to monitor our equalities responsibilities. Disability information will also be shared with relevant LSE staff in order to provide you with the best possible support for your studies. Access to, and the sharing of, this information is controlled very carefully. You will be given more details about our use of any sensitive personal data when we collect it from you.

Some of this information may also be collected to allow us to manage any ongoing case with LSESU advice Service. Details of what is information is collected will be discussed with you during registration with the Advice Service. Further details about how the Advice Service may use your information can be viewed in the separate Advice Service data protection statement. 

The bulk of student data is received directly and securely from LSE, and is provided only where a student has opted-in and consented to this data being provided to the LSESU.

We work closely with other third parties including, for example event organisers, who may receive information about you from them if you have provided specific consent to this sharing of your personal data in your agreements with those third parties. If you have provided such consent, we may receive and process any of the information from third parties in relation to you.

Both your image and voice may be recorded during our attendance at LSESU events.

We process information we hold about you for the following purposes

• to facilitate and manage your LSESU membership
• to provide the services you request or initiate with LSESU
• to manage your involvement in the democratic process such as standing for election and voting
• to administer the financial aspects of your relationship with us – ie payroll, reimbursement of payment requests
• to manage your membership and participation for Student activities and events
• to manage your interest and involvement in volunteering opportunities facilitated by the Union
• to manage access to Union systems such as the website
• to enable effective communications with you in relation to Union activities and updates
• to support your training, health, safety and welfare requirements including registering and using the Advice service
• to produce statistics and research for internal and statutory reporting purposes
• to monitor our responsibilities under equalities legislation

Access to your personal information is limited to staff who have a legitimate need to see it for the purpose of carrying out their job at the Union in furtherance of the objectives outlined above.

Data Processors

In all cases, LSESU endeavours to share the least possible amount of personal data with other agencies. However, in some cases the services of LSESU require data sharing, and/or you may otherwise consent to more data being shared for other purposes. 

As part of a student's Union membership, your personal data may be disclosed to other organisations as required by law, for crime prevention, investigation or detection purposes. We may also share it in emergency situations whereit is in your vital interests for us to do so.

We also use third party services ("processors") to facilitate our operations. Where we engage with such third parties, we insist upon strict contractual requirements to be adhered to by in order to protect the personal data. Current processors currently include:

MSL Sagepay Exchequer Podio Google Mailchimp LSE ACT CRM BUCS Worldpay Surveymonkey

Your data will be retained in accordance with the Union's Data Retention Schedule. After you leave LSE or cease to be a member of the Union, certain parts of your data may be retained as a permanent archival record for research purposes and to confirm your award and period of study. At this point, all identifiable fields will be 'pseudonymised' to ensure it cannot be identified as you.

 

You have the right to access information held about you. For LSE, details are set out on the University's Data Protection policy: https://info.lse.ac.uk/staff/divisions/Secretarys-Division/Information-Rights-and-Management/Making-Requests-For-Your-Information-Subject-Access-Requests. Your right of access can also be exercised at any time by contacting us at: su.dataprotection@lse.ac.uk.

The Data Protection Laws require us to take reasonable steps to ensure that any personal data we process is accurate and up-to-date. For other data changes or deletions, contact su.dataprotection@lse.ac.uk

The Union is registered on the Information Commissioners' Register of Data Controllers. The Union's registration number is ZA106815 and sets out, in very general terms, the full range of purposes for which we use student, staff and all other personal information. See the Information Commissioners Office website for details http://www.ico.org.uk/what_we_cover/register_of_data_controllers.aspx.

Freedom of information requests do not apply to LSESU as we are a registered charity, not a public authority according to the legislation (https://www.legislation.gov.uk/ukpga/2000/36/section/3). However, you are welcome to ask us directly for this data. We will try to support any legitimate requests with a response. This can be done via e-mailing su.dataprotection@lse.ac.uk.