Record of Processing Activities

Record of Processing Activities - Union of Students

  • Registration Number: ZA500352
  • Date Registered: 4th March 2019
  • Registration Expires: 3rd March 2024
  • Data Controller: University of Derby Students' Union
  • Address: University of Derby Students' Union, Kedleston Road, Derby, DE22 1GB
  • Other Names: Derby Union of Students, Union of Students

This register entry describes, in very general terms, the personal data being processed by: University of Derby Students' Union

Nature of Work: Charitable Trading Company

Description of Processing

The following is a broad description of the way this organisation / data controller processes personal information. To understand how your own personal information is processed you may need to refer to any personal communications you have received, check any privacy notices the organisation has provided or contact the organisation to ask about your personal circumstances.

Reasons / Purposes for Processing Information

We process personal information to enable us to carry out trading on behalf of charity / charities and to generate income on their behalf; to advertise our services; maintain our own accounts and records and to support and manage our employees.

Type / Classes of Information Processed

We process information relating to the above reasons / purposes. This information may include:

  • Personal files
  • Family details
  • Lifestyle and social circumstances
  • Financial details
  • Education and employment details
  • Goods and services

We also process sensitive classes of information that may include:

  • Physical or mental health details
  • Racial or ethnic origin
  • Religious or other beliefs
  • Trade union membership
  • Information about offences / alleged offences

Who the Information is Processed About

We process personal information about:

  • Customers and clients
  • Members and supporters of the charities
  • Suppliers
  • Employees

Who the Information May be Shared With

We sometimes need to share the personal information we process with the individual themselves and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

  • Other organisations in the same group as the charitable trading company
  • Central government
  • Providers of goods or services
  • Current, past and potential employers
  • Parent institution (University of Derby)

Trading and Sharing Personal Information

Personal information is traded and shared as a primary business function. For this reason the information processed my include name, contact details, family details, financial details, employment details and goods and services. This information may be about customers and clients. This information may be traded or shared with business associates and professional advisors, agents, service providers, customers and clients, and traders in personal data.

Undertaking Research

Personal information is also processed in order to undertake research. For this reason the information processed may include name, contact details, family details, lifestyle and social circumstances, financial details, goods and services. The sensitive types of information may include physical or mental health details, racial or ethnic origin and religious or other beliefs. This information is about survey respondents. Where necessary or required this information may be shared with customers and clients, agents, service providers, survey and research organisations.


It may sometimes be necessary to transfer personal information overseas. When this is needed information is only shared within the European Economic Area (EEA). Any transfers made will be in full compliance with all aspects of the Data Protection Act.

Data controller also processes personal data which is exempt from notification.

Need Advice?

Contact or call 01332 592151.

Alternatively for detailed guidance please visit the ICO's website.

Our Data Protection Officer is James Fussell (01332) 591954:

Last updated: March 2023