Student Data Protection Policy


The Union of Students at the University of Derby (“The Union”, “us”, “our” or “we”), is committed to protecting the rights of students in line with the General Data Protection Regulation. We take your privacy very seriously and handle your personal data with the upmost care, being transparent about the information we hold.

Developing a better understanding of our members through this data allows us to make better decisions, communicate more efficiently and, ultimately, to help us reach our goal of transforming the lives of every student at the University.

This document outlines how The Union handles and uses your personal information during your time as a student.

How we collect information about you

We collect information in the following ways:

When you become a member

Each year that you enrol on a University of Derby accredited course you automatically become a member of the Union of Students, unless you opt out during enrolment. The University shares a register of members with us which includes (student number, name, date of birth, university email address, course and site of study). When the University gives us this data we become responsible for it and will use this as our core central record of your membership.

When you give it to us directly

You may provide your information when signing up for a sports club or society, use our Advice service, purchase a product or ticket, undertake research activities, or communicate with us. When you give us this information we take responsibility for looking after it and we will cross reference this data against our register of members. From time to time we may share your membership details with the University of Derby for reporting purposes. In this instance we will only share your unique student number.

When you use our website

For almost any modern website to work properly, it needs to collect certain basic information on its users. To do this, a site will create files known as cookies – which are small text files – on its users’ computer (or phone or tablet). When you return to the website it uses cookies to 'remember' some of the things you did on the website last time, for example, remembering your login details to save you entering them each time you visit. This data is collated and used to improve the service we offer but remains anonymous.

When you purchase a product

When you purchase a product from our website we collect the following information: name, address (if posting), email address, contact number and bank details. This information is required to enable us to process and fulfil the order and notify you regarding the order if needs be.

What personal data we collect

When you enrol on to a University of Derby accredited course, the University provides us with your student number and other personal information including your name, date of birth, course, university email address. This data activates your membership and allows you to access the facilities and activities provided by the Union of Students.

In addition when you attend an event, volunteer, join a student group or use one of our services we may ask for additional information such as:

  • Your date of birth to ensure compliance with age-related laws
  • Your bank details to facilitate payments
  • Information relating to your health if you are taking part in a high risk activity
  • Any disabilities so that we can provide assistance where needed
  • Tier 4 status (for international students)

Security of your data

The Union will always keep your information secure, ensure that your confidentiality is respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only trained members of staff who need access to relevant parts or all of your information will be authorised to do so. Information about you in electronic form will be subject to password protection and other security restrictions, while paper files will be stored in secure areas with controlled access. 

Some processing may be undertaken by third parties, such as the British Universities and Colleges Sport (BUCS) for athlete registration, or Sage to facilitate payments on our website. These third party organisations will be bound by an obligation to process personal data in accordance with GDPR legislation. Please see the Data Sharing section of our website for details of these third parties

Your rights

You have the right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your membership or registering you for an event) we will do so.  Contact us on if you have any concerns.

You have a right to ask for a copy of the information we hold about you.  If there are any discrepancies in the information we provide, please let us know and we will correct them.

If you want to access your information, you must complete the relevant Subject Access Request Form with a description of the information you want to see and the required proof of your identity by post to the Union of Students, University of Derby, Kedleston Road, DE22 1GB. We do not accept these requests by email so we can ensure that we only provide personal data to the right person.

If you have any questions please send these to, and for further information see the Information Commissioner’s guidance here.

Changes to this statement

We may change this Privacy Statement from time to time.  If we make any significant changes in the way we treat your personal information we will make this clear on our website or by contacting you directly.

If you have any questions, comments or suggestions, please let us know by contacting  

Need Advice?

Contact or call 01332 592151.

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

Our Data Protection Officer is Helen Rishworth (01332) 591954