UCD Students’ Union Privacy Notice (Personal and Special Category Data)


1. This Privacy Notice tells you what we do with information we collect about you. The

notice is addressed to individuals who are [users of our services, customers, website

users and third parties]. We refer to all these individuals as “[users]” or “you” in this




2. We are UCD Students’ Union (“we”, “us” and “our”). This notice relates specifically to UCD Students’ Union and the events, programmes, opportunities, campaigns, competitions and services operated by it.



3. When providing our events, programmes, competitions and services we will ask for

information about you, such as your [name, student number, address, DOB, etc.] This is known as your “Personal Data”. We may also ask you for some special categories of information (for example [religion, health etc). This is known as your “Special Category Data”.

For the purpose of reference, we may collect your correspondence and communications with UCDSU.


4. We also collect information about you from other persons and this also forms part of “personal data”. This includes information from:

4.1 University College Dublin

4.2 MSL – Membership Solutions Limited


5. We use your Personal Data and Special Category Data in the following ways:

To accurately record data about you and respond appropriately if you complete one of our forms on our website, such as:

• Complaints Procedure / Feedback Form

• Registering your details to become a Student Representative

• Registering your details in order to vote in UCDSU elections

• Asking for Advice from Advice SU

• Registering your interest in or participating in UCDSU’s opportunities and/or training programmes

• Signing up to UCDSU’s Newsletter

• Signing up to a competition run by the Students’ Union

• To provide goods and services to you

• To manage any registered account(s) that you hold with us

• To verify your identity

• For crime and fraud prevention, detection and related purposes

• With your agreement, to contact you electronically about promotional offers and products and services which we think may interest you

• Where we have a legal right or duty to use or disclose your information (for example in relation to an investigation by a public authority or in a legal dispute)


To accurately record data about you and respond appropriately if you complete a survey in which we have built on Survey Monkey, such as:

• SU Survey

• Competition sign ups

• Feedback of services, programmes, campaigns and events


To accurately record data about you and respond appropriately if you have registered for an event on Eventbrite, via a Microsoft Form or via Future Ticketing.


To contact you regarding the events, programmes, competitions and services of the Students’ Union.



6. We will only use your Personal Data if we have valid reasons for doing so. These

reasons are known as our “legal basis for processing”. In certain circumstances we may

ask for your consent to process your information. At other times we may be required to

process your information to enable us to fulfil our part of the contract we have with you.


There are circumstances where we have a legitimate interest to process your personal

data, for example to provide you with a service which you have requested. The legal

bases for processing your Personal Data are:

• We have a ‘legitimate business interest’ for processing your data. This allows us to

provide details of areas of the Students’ Union in which you have expressed an interest

• We will also contact you regarding past, existing, future or potential the events,

programmes, opportunities, campaigns, competitions and services operated by UCD Students’ Union.

• To continually improve the engagement of our services/work



UCDSU only allows its service providers to handle your personal data when we have confirmed that they apply appropriate data protection and security controls.

7. For administrative purposes, your data will be shared and processed by third party

software companies:

• Mail Chimp

• Survey Monkey

• Eventbrite



• Stripe

• MSL – Membership Services Limited

8. We can share your information including Personal Data and Special Category Data with

the following parties for the purposes set out above. This is done in line with our Data

Protection Policy and Procedures.

• Mailchimp - to contact you regarding the events, programmes, competitions and services of the Students’ Union.

• Judging Panels of competitions where agreed

• ECWID & WIX - collecting contact information for form enquiries and processing online transactions

• Stripe - Payment gateway & parment processing

• MSL – for the purpose of verifying student accounts, and conducting online election processes.

9. Sometimes we will not stop using your information when you ask us to, for the reasons

described in this notice, but we will tell you about this if you make a request.

10. In other cases, if we stop using your information we will not be able to provide the

services that you are asking us to give you. We will tell you about this if you make a



Aside from our service providers, UCDSU will not disclose your personal data to any third party, except as set out below. We will never sell or rent our customer data to other organisations for marketing purposes. We may share your data with governmental bodies, regulators, law enforcement agencies, courts/tribunals and insurers where we are required to do so:

· To comply with our legal obligations,

· To exercise our legal rights (for example in court cases),

· For the prevention, detection, investigation of crime or prosecution of offenders, and

· For the protection of our employees and customers.


11. We will not transfer your Personal Data and Sensitive Personal Data outside of the

European Economic Area.


12. We will keep your Personal Data and Sensitive Personal Data for up to 6 years from

termination of service/student relationship. We are only allowed to keep your information if we need it for one of the reasons described above.


13. You can contact us at the address above for one or more of the following reasons:


To ask us to fix information about you that is wrong or incomplete, this is known as your

right to rectification.


To ask us to delete information about you, this is known as your right to erasure.


To tell us you no longer agree to us using your information about you and ask us to

stop, this is known as the right to object.



To tell us to stop using information about you to sell you products and services, which is known as the right to restrict processing.


To make “subject access requests” - which is a request for us to send you the information we have about you.


To ask us to provide you or someone else (on your request) in a structured; commonly

used machine-readable format with the information you have provided to us about yourself. This is known as “data portability” right.


To ask us not to use information about you in a way that allows computers to make decisions about you based solely on automated processing.


14. Data Controller

UCD Students’ Union

Student Centre


Dublin 4


15. You have the right to complain about how we treat your Personal Data and Special

Category Data to:

The Data Protection Commission

21 Fitzwilliam Square South

Dublin 2

D02 RD28




16. We may update this Privacy Notice from time to time. We will notify you of the changes where we are required by law to do so.

This is the Cookie Policy for UCDSU, accessible from www.UCDSU.ie

What Are Cookies

As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or 'break' certain elements of the functionality of the site.

For more general information on cookies see the Wikipedia article on HTTP Cookies.

How We Use Cookies

We use cookies for a variety of reasons detailed below. Unfortunately, in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.

Disabling Cookies

You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore it is recommended that you do not disable cookies.

Site preferences cookies

In order to provide you with a great experience on this site, we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences, we need to set cookies so that this information can be called whenever you interact with a page is affected by your preferences.

Third Party Cookies

In some special cases, we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solutions on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

For more information on Google Analytics cookies, see the official Google Analytics page.


From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most.

We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work the following social media sites including, will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.

More Information

Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren't sure whether you need or not it's usually safer to leave cookies enabled in case it does interact with one of the features you use on our site. This Cookies Policy was created with the help of the Generator of the GDPR Cookies Policy Template and the GDPR Cookies Policy Template based on the Privacy Policy Generator from TermsFeed.

However, if you are still looking for more information then you can contact us through one of our preferred contact methods:

Email: info@ucdsu.ie