Privacy Notice
Commercial Partners, Suppliers, and External Organisations
Who we are
We work with a range of external organisations including suppliers, sponsors, advertisers, venue hirers, speakers, contractors and commercial partners.
This notice explains how we use personal information relating to individuals who represent those organisations.
Why we use your information
We use your information to:
- Manage commercial relationships
- Arrange bookings and events
- Process invoices and payments
- Manage sponsorship, advertising and media agreements
- Administer contracts and supplier arrangements
- Communicate about services and opportunities
- Maintain financial and audit records
- Meet legal and regulatory obligations
Our lawful basis for processing
We process personal information because it is necessary for:
- Entering into or performing a contract
- Our legitimate interests in managing business relationships
- Compliance with legal obligations
Who we share information with
We may share information with:
- The University
- Finance and payment providers
- Professional advisers and auditors
- Regulators and public authorities where required
- Service providers supporting our operations
We only share information where there is a lawful reason to do so.
How long we keep information
Commercial and financial records are generally retained for up to six years after the end of the relationship or transaction, unless a longer retention period is required by law.
How we keep information secure
We take appropriate steps to protect employee information, including:
- Secure electronic systems
- Access controls and permissions
- Staff training
- Secure storage, retention and disposal processes
Your rights
Under UK data protection law, you have the right to:
- Be informed about how your information is used
- Access the information we hold about you
- Request correction of inaccurate information
- Request deletion of information in certain circumstances
- Restrict or object to processing in certain circumstances
- Withdraw consent where processing is based on consent
- Request transfer of your information where applicable
Complaints
If you have concerns about how your information is being used, please contact the Data Protection Officer, Cassie O’Boyle at dataprotection@derbyunion.co.uk.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.
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