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In exceptional circumstances we may be obliged to disclose information without your consent; such as where an Adviser believes that the safety of you or another person is at risk – or if we are required by law to break confidentiality.

For further details, our full Service Level Agreement can be found here. 

“Legitimate interest” is our lawful basis for processing personal data, due to clients potentially wanting to evidence that they sought support from the service in the future. Consent is gained from clients prior to consultations wherever possible (in a written or electronic format) however all contacts with the Advice & Support Centre are recorded to ensure that all advice work is logged and accounted for.

The details that are collected by the Advice & Support Centre are the client’s; name, student ID number, gender, ethnicity, date of birth, nationality, course name, year of study, school, mode of study (i.e. full time or part time), academic status (i.e. undergraduate or postgraduate), fee status (i.e. home or international), disability details, contact details and how the student heard about the service. Identifying data (such as a student ID number) is required for advice services to be offered, however clients reserve the right to withhold other information if they wish to.

Client contact details will not be used for any other purpose than to contact clients for case updates and feedback.

Anonymous statistical data is collected, and shared with the wider Students’ Union staff; to support learning, to inform campaigning and the development of the service. Anonymised statistical data may also be shared with the University with the aim of improving the student experience. All statistical reports are created so that individuals cannot be recognised. Clients reserve the right to request that their data is removed from statistical analysis and reporting. If a client wishes for their data to be omitted from statistical analysis and reporting, they must inform their Adviser.

In-line with the EU’s General Data Protection Regulations, you have a number of rights which you can exercise regarding the processing and use of your personal data (such as the ‘right to restrict processing’, ‘the right to object’ or ‘the right to be forgotten’).

• If you have any preferences, please specify here:
• If you want to know what personal data the Advice & Support Centre holds for you, please contact the Advice & Support Centre Manager (advice@hertssu.com).

Casework data will be kept for a period of six years, after which time all identifiable data will be destroyed; this destroyed data includes; all personal data (including basic client details), contact details, equality monitoring information and all case notes/attachments kept on file. Other data may be retained for future benchmarking purposes.

Hertfordshire Students’ Union is a data controller. The Union processes personal information relating to students, staff and visitors. The Board of Trustees delegates day to day responsibility for implementing this policy and related procedures to key personnel within the Union. The Students’ Union and its subsidiaries are registered as a Data Controller with the Information Commissioner’s Office (ICO) and renews these registrations annually.

Our Chief Executive Office is the Students’ Union Data Protection Officer and is responsible for the implementation of Hertfordshire Students’ Union’s Data Protection Policy.

If clients want to know what personal information the Advice & Support team holds for them, they can make a written request to advice@hertssu.com FAO The Advice Centre Manager. Also, if a client wishes to raise a concern or complaint about how personal data is used, they can do so by contacting the Advice & Support Centre Manager (advice@hertssu.com).

For further details, our full Service Level Agreement can be found here.
if you have any questions or concerns, do not hesitate to raise them with an Adviser.