Membership Solutions Limited (MSL) - Data Privacy Policy
This privacy notice tells you what MSL does with your personal information when you register to log into one of our Client’s websites, to use our software or to use the App.
Privacy & Security
As part of MSL's commitment to client care, we take care to protect the information our Clients supply to us. MSL is registered with the ICO under the Data Protection Act 1998 with registration number Z1573054.
Why we are able to process your information
The personal information we process is provided to us either by your students’ union, association or guild, by your University or College, or directly by you and is governed by a legal agreement that we have with the organisation of which you are a member or staff or guest.
Under this agreement, MSL is the data processor of your personal data and your student organisation is the data controller. This data is provided so that they can deliver their services to you using our software.
The above will include processing for the following purposes, as appropriate:
- to pre-register users in the System so that they can be verified as bona fide current Members to enable website access, voting, purchasing, participation in activities and the receiving of electronic messages;
- to implement and provide SSO to the website where the University permits and operates a compatible service;
- to validate users’ identity and eligibility to access the Client’s Content and data;
- for reporting purposes, where reports are requested by the Client and run on, for example, University information such as course, department, year of study etc.;
- to enable Members to stand as a candidate and/or to vote in Client elections;
- to administer, support and promote activities in the Client’s clubs, societies, volunteer opportunities and student representation;
- to communicate with Members regarding the Client’s campaigns and business;
- to market targeted services and communicate offers to Members;
- to support the provision of advocacy and advice services to Members;
- to administer and conduct surveys and polls of Members’ views and consult Members on Client policies and strategy;
- to carry out automated profiling of Members based on criteria set by the Client for the purposes of enabling the delivery of personalised content, messaging and services offerings by the Client to users via the System;
- to carry out and make automated decisions on behalf of the Client where such decisions are based on criteria set by the Client (for example, where a decision is made on whether a Member may vote in an election based on their eligibility under the Client’s elections regulations);
- to retain, process and delete data in line with MSL’s data retention policy; and
- to assist the University and Client’s compliance with applicable laws and regulations.
Under data protection law, you have certain rights we need to make you aware of. Your rights depend on our reason for processing your information and you can read more about these rights here.
Purpose and legal basis for processing
| |
Purpose |
Legal basis |
| 1 |
MSL has a legal agreement with the organisation you belong to, our legal basis for processing your personal data is because it is necessary to perform that contract. |
Contract |
| 2 |
If you contact MSL directly to make an enquiry, then the legal basis we rely on to process your data, in this case, is because it is necessary for the purposes of our legitimate interests in responding to you. |
Legitimate interest |
- Right of access - You have the right to ask your data controller for copies of your personal information. This right always applies. There are some exemptions, which means you may not receive all the information we process.
- Right to rectification - You have the right to ask your data controller to rectify information you think is inaccurate and to complete information you think is incomplete. This right always applies.
- Right to erasure - You have the right to ask us your data controller to erase your personal information in certain circumstances.
- Right to restriction of processing - You have the right to ask your data controller to restrict the processing of your information in certain circumstances.
- Right to object to processing - You have the right to object to processing if we process your information because the process is in our legitimate interests.
- Right to data portability - You have the right to ask your data controller to transfer the information you gave them to another organisation or to return it to you. This only applies to the information you submitted in the first instance and only if the information was given based on your consent, or under (or in talks about entering into) a contract, and only if the processing is automated.
You do not pay charges to exercise your rights. Your data controller has one month to respond to you.
Data retention
We retain personal data under a data retention policy which is agreed upon between MSL and your data controller and complies with all applicable data protection legislation.
Processing by third parties
We will not share your information with any third parties for any purposes other than to assist MSL in providing services to you and then only under written permission from your data controller.
We have contracts in place with our third-party data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
In some circumstances, we are legally obliged to share information. For example under a court order or where we cooperate with supervisory authorities in handling investigations. In any scenario, we will satisfy ourselves that we have a lawful basis to share the information and document our decision.
Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information.
Analytics
When you visit your organisation’s website or use their MSL System they use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This is done to find out such things as the number of visitors to the various parts of the site, to understand the demand for services and to improve the services being offered. This information is always processed in a way that does not identify any individual. MSL does not make and does not allow Google to make, any attempt to find out the identities of those visiting our website.
Cookies
You can read more about how we use cookies for the MSL website on our Cookies page.
If you have queries or concerns about this policy, please contact us at info@ukmsl.com.