Liverpool John Moores University Students’ Union (JMSU) is committed to keeping our members informed about our activities and opportunities to influence the student experience atLiverpool John Moores University (LJMU).
We’re also committed to using any personal information we hold about our members responsibly and in line with the General Data Protection Regulation (GDPR) to ensure that your privacy and rights are protected. Any information you provide about yourself to Liverpool John Moores University Students' Union will only be used in accordance with our Privacy Policy, detailed below.
This Privacy Policy outlines the kinds of personal information we collect, how we use personal information, who we share it with and your rights regarding the personal information you provide to us. Please note, this Privacy Policy does not apply to websites or services operated by third parties.
Our policy can be summarised in one sentence: we will not share any individual user details (including your email address) to any third party without your consent.
At Liverpool John Moores University Students’ Union we collect different types of information about our members and website users for the following main reasons:
We have a data sharing agreement with LJMU, which allows us to automatically collect information about students when they register with the university. This information includes names, gender, dates of birth, student email addresses, course details, demographics and residence. We use this data solely for the purposes of providing our services to students. We may collect additional information from you when registering with some of our services:
In addition to the above, we use the Google Analytics service, and various third-party advertising providers on this website. These services will collect additional information about you, such as the pages you visit, the capabilities of your device and the time you spend on the website. We will use the information provided by Google Analytics to help us maintain this website, to ensure the website is working properly, and to help us make our site more accessible and useful.
We will not normally collect any sensitive personal information from you, and in any event, will request your express consent to do so.
We collect and manage personal data about our members so we can:
When you signed up for your IT account on becoming a new student at LJMU, you were asked to opt-in to sharing your details with us. If you opted in, this means that we automatically received your data, along with all other members that have also opted-in, via a live feed that is regularly refreshed to ensure accuracy. This data is stored on the OneVoice Digital (UnionCloud) secure server, based in the UK, which we use to administer our website, contact you about our activities, and administer your involvement in clubs and societies.
This data allows you to sign-on to and use our website.
Throughout the academic year, we also regularly ask you to share your information with us for particular projects, so we can keep you informed about them as they progress, or so we can effectively support your involvement.
Some examples of this are:
This data is kept and treated separately to the main data-set that is shared with us automatically via LJMU.
You have control over who is able to access specific items of information. Your information will not be visible to anyone else using this site. Your information will be visible to Union staff responsible for administering membership and this website for the purposes of providing our services and resolving account issues. Should you join an activity group your details and next-of-kin details will be made available to the group committee.Visitor information collected by Google Analytics may be used by Google for the purposes of enhancing their products and providing you with personalised services. You can opt out of Google Analytics collecting information about you on this website and other websites by using the Google Analytics Opt-Out Browser Extension. [https://tools.google.com/dlpage/gaoptout/]
We may also disclose personal information about you to comply with applicable laws and when requested to do so by law enforcement agencies or government bodies.
Remember to close your browser when you have finished your user session. This is to ensure that others cannot access your personal information and correspondence if you share a computer with someone else or are using a computer in a public place like a Library or Internet Café.
You as an individual are responsible for the security of, and access to, your own computer.Please be aware that whenever you voluntarily disclose personal information over the Internet that this information can be collected and used by others.
Ultimately, you are solely responsible for maintaining the secrecy of your usernames, passwords and any account information. Please be careful and responsible whenever you are using the Internet.
Our pages may contain links to other websites, and you should be aware that we are not responsible for the privacy practices on other websites.
In line with the above methods, we seek your consent in two main ways:
In order for us to receive your data via the live-feed from LJMU, you are asked to opt-in to data sharing when prompted when you register for your IT account. You can manage this setting and change your opt-in status at any time via your “My LJMU” account online. If you decide to opt-out, this will generally take 24 hours to take effect, and you will then be unable to access certain online services such as clubs and societies.
Each time we ask for your data in relation to a particular project or initiative, you will be presented with a Data Protection Statement outlining the following:
We’re committed to storing your data securely, in order to safeguard your privacy and rights.
We may sometimes ask for your data via paper surveys, or receive petitions undertaken by students. If either are the case, the paper used to record your data will be locked in secure facilities at the main JMSU offices within the Student Life Building, 10 Copperas Hill.
If data on paper is collected away from the main JMSU offices, a member of JMSU staff will lock them in a dedicated SU unit on site in one of the student social spaces on campus, prior to personally bringing them by hand to the main offices.
Data on paper will not be kept off site for any period beyond 24 hours.
We do not keep hold of your data for any longer than necessary.
If you’ve opted-in to data sharing from LJMU, student data updated usually within a 24 hour period; meaning that if you opt-out or when you graduate, we will automatically no longer have access to your details, effective after the same period.
If you’ve consented to providing us with your details for the purposes of a particular project or initiative; we will keep hold of them for the remainder of the academic year (August to July).
If you’ve consented to providing us with your details for the purposes of administering the Academic Representation system (e.g. if you’re a Course Rep of Faculty Rep), we keep your data for the academic year, based on when you started your course.
We may keep certain data for longer than this for the purposes of audit or trend analysis. Where we do this, we will make it clear to you in advance of this, so you can withdraw your consent if you would prefer to.
If it is held digitally, it will be permanently deleted, or anonymised (meaning that it will become inaccessible to us). If it is held on paper, it will be shredded, via a secure shredding service.
To stop your LJMU data being shared with us, you can opt-out at any time via the “My LJMU” web portal.
If you would like us to remove any of your personal data that you have consented to providing us for any other reason, please email jmsu@ljmu.ac.uk with your request.
You can request a copy of any personal information about you that we hold. This is known as a Subject Access Request.
To do this, please email the Data Protection Officer, via jmsudpo@ljmu.ac.uk, with details of the information that you’re requesting. We have one calendar to comply with your request.
We reserve the right to change our Privacy Policy and all changes will be posted here. Where the changes are significant, we may also choose to email all our registered users with the new Privacy Policy.