Our purpose for processing data under this section is to manage membership of the Society.

The lawful basis we rely on for processing your personal data is our legitimate interests under article 6(1)(f) of the GDPR.

What data we collect

We receive information from other areas of the Union when you register for the Society on the Union's main website ( This information includes your:

  • first name
  • last name
  • university username and email address
  • membership type
  • membership join date
  • membership expiry date

Why we need your data

We need this data so that we know who our members are and so that we can contact our members.

What we do with your data

We only use your details to operate the Society and provide you information by email strictly relevant to your membership of the Society, including events you can attend as a member of the society.

We may choose to gather statistics around email opening and clicks using standard industry practices to help us monitor and improve our communications with you.

Retention length

We hold this data while you're a member of the Society. After you cease being a member, the Society will hold the data for six more months unless another area of the Union instructs us otherwise. If we receive instruction from another area of the Union to change this retention length, we'll use let you know about this when possible and review the new arrangement monthly.

Data processors

We use the Society's account on the Union's G Suite organisation (a service operated by Google) to manage our emails and member lists under this section.

We also use Mailchimp to manage our emails under this section.