Student Hubs Privacy Notice
- Who are we?
Student Hubs is a national charity working in universities across the UK to transform
student involvement in charitable activities and social action. We are a registered charity in England and Wales (number 1122328.)
We support students to develop skills and knowledge through practical volunteering, skilled placements in charities and social enterprises, and through incubation of new community projects and social ventures. Our activities include: student-led community volunteering projects; internship and consultancy placements, conferences; training and events.
- How can you contact us?
We operate through 7 local Hubs. Each Hub can be contacted using the following details:
The Student Hubs Data Protection Officer, responsible for data protection across the network and the overall organisation, is Catherine Mitchell. They can be contacted on email@example.com.
- What data do we collect from you and how do we use it?
Below, we’ve outlined the different ways in which we collect and process data from people engaging across our activities and services. Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights.
3.1 People who sign up to our Key Social Action Activities (volunteering, skilled placements and incubation) and events and training.
3.1.1 We collect information that you provide when you apply to take part in our activities (e.g. a volunteering project or an event) such as your name, email address and your year of study. We will only process your data in the following ways where you have given us explicit consent to do so by agreeing to the terms of this privacy notice and opting in using a checkbox. The information that you provide forms a ‘person record’ that is stored securely on our computer system.
We use this information to:
- Manage your involvement with an activity (e.g. processing your application or providing you with information about an event that you have signed up to attend)
- Contact you using the email address you provided, to troubleshoot problems with your online Hub Platform account
In addition, we use this data in an anonymised form to carry out application analysis, in order to improve how we market our opportunities and to increase the accessibility of our activities.
We also process personal data provided to us in this way for certain legitimate interest purposes, which include some or all of the following:
- Where this processing allows us to enhance, modify, personalise or otherwise improve our services / communications for the benefit of our customers
- To better understand how people interact with our websites (e.g. we might use your data to collect information about your use of our website, including your IP address, browser, how much time you spend on the site, and which pages you visit)
- We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with other information relevant to you, for example we might also use this information to contact you about other similar activities internally (such as a similar volunteering project or our alumni network when you graduate.) You may opt-out of this additional communication at any time.
We will retain this information for up to 10 years in order to conduct long-term, longitudinal impact evaluation.
3.1.2 We collect equal opportunities data (e.g. your gender, your ethnicity and your household income) that you provide optionally when you apply to take part in our activities.
We use this data in an anonymised form for the following purposes:
- To analyse the demographics of students who engage with us, in order to improve how we market our opportunities and to increase the accessibility of our activities
- In our annual impact report, to share our progress towards accessibility targets and to champion the issue of inclusive social action
- In some cases we also share this anonymised data with our University delivery partners for Monitoring and Evaluation purposes
We will never process this data in a way that allows you to be personally identified.
3.2 People who register to hear from us via our newsletters
We collect your name, email address and year of graduation for the following purposes:
- To provide you with information that you have requested (e.g. a newsletter)
- To contact you about other relevant activities internally (such as a similar volunteering project or our alumni network.)
We refresh consent for this kind of marketing every 3 years, or when you graduate (whichever is sooner.)
We use a third party provider, Mailchimp, to deliver our newsletters. We gather statistics around email opening and clicks using industry standard technologies, to help us monitor and improve our newsletter. For more information, please see Mailchimp’s privacy notice.
3.3 Visitors to our websites
By using our websites, you’re agreeing to be bound by the terms of this privacy notice.
3.3.1 We collect log data about you whenever you visit our websites. We will only use this data in order to troubleshoot problems with your use of the website (for example, if a form will not load) and never to do any individual profiling of you for marketing purposes. The information that we collect includes: originating IP addresses, internet service providers, the files viewed on our site (e.g. HTML pages, graphics, etc.), operating system versions, device type and timestamps.
3.3.2 We use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this in order to:
- Find out things such as the number of visitors to the various parts of the site
- Make improvements to the ways in which we market our opportunities and how people interact with our websites
This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
We use third party tracking services that employ cookies and page tags (also known as web beacons) to collect data about visitors to our websites. This data includes usage and user statistics.
3.4 People who email us
To encrypt and protect email traffic we use Transport Layer Security (TLS) by default, but when a secure connection isn’t available (both sender and recipient need to use TLS to create a secure connection), messages will be delivered over non-secure connections. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
3.5 General partners
Student Hubs uses a third party provider called Salesforce to help us store and manage partner information to assist us in providing the best service to our partners. The Salesforce privacy notice can be accessed here.
3.6 Job applicants, current and former Student Hubs employees
3.6.1 What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t. Information that we collect might include:
- Your personal details including name and contact details
- Your previous experience, education, referees and answers to questions relevant to the role you have applied for
- Written tests or interview notes generated at assessment or interview days
- Pre-employment checks (such as proof of your identity and your right to work in the UK)
- An enhanced Criminal Record check via the Disclosure and Barring Service
- A questionnaire about your health. This is to establish your fitness to work and to ensure that we can provide any support or reasonable adjustments required by you
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
- We might also contact your referees, using the details you provide in your application, directly to obtain references
3.6.2 How long is the information retained for?
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 2 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
- How do we share and transfer your personal data to other organisations?
We will never sell, rent, or trade your personal data. We may disclose your data to service provides who render services to us or on your behalf (e.g. Mailchimp or Google), all of which are obliged to operate in accordance with applicable laws, including GDPR.
Some individual Hubs also share specific data with other affiliated organisations (e.g. partner universities), as part of a contractual agreement which includes a data sharing agreement. If you have questions about your local Hub’s affiliated organisations, please get in touch using the contact details provided at the start of this privacy notice.
We also may disclose your information if required by law or to enforce our legal rights.
Some of our service providers lie outside of the EEA (e.g. Mailchimp and Google.) Therefore, sometimes we transfer your data outside of the EEA. If we do, we ensure your data is processed only in countries that provide an adequate level of protection for your data or where the recipient provides appropriate safeguards, such as mechanisms like the EU-US Privacy Shield Framework.
You can read more about how our service providers comply with GDPR here:
- What rights do you have?
You are not required to provide any personal data to us. However, your failure to do so may affect our ability to provide you with the services that you request. For example, we are unable to contact you with information about an activity if you do not provide your email address.
We respect your privacy rights and provide you with reasonable access to the Personal Data that you may have provided us. If you wish to access or amend any Personal Data we hold about you, or to request that we delete any information about you, you may contact us at: firstname.lastname@example.org.
Please note that while any changes you make will be reflected in our active user databases instantly or within a reasonable time period, we may retain all information you submit for backups, archiving, prevention of fraud and abuse, analytics, satisfaction of legal obligations, or where we otherwise reasonably believe that we have a legitimate reason to do so
At any time, you may object to the processing of your Personal Data by contacting the above email address, on legitimate grounds, except if otherwise permitted by applicable law.
If you believe your right to privacy granted by applicable data protection laws has been infringed upon, please contact Student Hub’s Data Protection Officer at email@example.com. You also have a right to lodge a complaint with data protection authorities.
- How do we retain your personal data and how do we keep it secure?
Internally, your data is shared with staff members responsible for managing the activities with which you are involved. As we are a student-led organisation, your data may also be shared with selected individuals who have been selected as student leaders in accordance with our recruitment policy, and who have signed a data sharing agreement. Data is only shared with individuals who require access in order to provide the services or activities to which you have signed up.
We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary for the relevant activity. Please see section 2 above for more information on how long we hold your information for.
We use reasonable organisational, technical and administrative measures to keep any information collected and/or transmitted to us secure. This includes the use of HTTPS with TLS (Transport Layer Security), which encrypts transmitted data, however, no data transmission or storage system can be guaranteed to be 100% secure.
- How often is this policy reviewed and updated?