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Privacy Notice

The MDXSU Privacy Notice outlines the kinds of personal information we collect, how we use it, who we share it with, and your rights regarding the personal information you provide. Please note, that this Privacy Notice does not apply to websites or services operated by third parties. You can view the Privacy Notice in full here, or a summary below.

What information do we collect?

We have a Data Sharing Agreement with the University which allows us to automatically collect information about students when they register with the University, unless they opt-out of membership of their Students' Union. The purpose of this is outlined below.

We may collect additional information from you when registering with or using some of our services - for example, when purchasing tickets or memberships on our website, using the MDXSU Advice service, or applying for job opportunities with us.

We will not collect any sensitive personal information from you without your consent to do so. We will retain your data for a set period.

How we use your data

We collect different types of information about our members, elected representatives, website users, and employees for the following main reasons:

  • Administration and facilitation of elections, enabling students to elect their student representatives, or to nominate themselves for an elected role
  • Administration of student representation on University committees and within other representative bodies 
  • Sending of communications regarding MDXSU events, opportunities, services, and relevant news (you may opt out of email communications at any time by updating your account/profile preferences at www.mdxsu.com)
  • Operation of MDXSU services and activities, including the MDXSU Advice Service 
  • Generation of reports and evaluations to analyse student engagement with MDXSU, and, more widely, the experience of students at Middlesex University 
  • Enabling our student groups to communicate with their members 
  • Operating features and functionality of www.mdxsu.com (e.g. ticket booking, joining groups, purchasing products)
  • Adminstration of recruitment and employment
  • To process your advertising enquiry with our media partner native

We are compliant with the General Data Protection Regulations (May 2018) and with the data principles set out within it.

  1. Personal data shall be processed fairly and lawfully
  2. Personal data shall be obtained only for one or more specified and lawful purposes (as above), and shall not be further processed in any manner incompatible with that purpose or those purposes.
  3. Personal data shall be adequate, relevant, and not excessive in relation to the purpose or purposes for which they are processed.
  4. Personal data shall be accurate and, where necessary, kept up to date.
  5. Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
  6. Personal data shall be processed in accordance with the rights of data subjects.
  7. Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
  8. Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

Who will have access to your information?

Your information will be visible to Union staff responsible for administering membership and this website to provide our services and resolve account issues. Unless there is a legitimate purpose and shared interest, we will not share any individual user details (including your email address) with any third party without your consent.

For example, should you join an activity group, some details will be made available to the group committee.

Our employees and volunteers may need to use information about you to provide goods and services to you and administration will also share your data with some third-party organisations that provide applications/functionality, data processing, IT services, or who manage our media and advertising. This includes

  • OneVoice, who provides the UnionCloud platform and hosts the MDXSU database
  • native, is our media partner
  • Google Analytics. You can opt out of Google Analytics collecting information about you on this website and other websites by using the Google Analytics Opt-Out Browser Extension.

We may also disclose personal information about you to comply with applicable laws and when requested to do so by law enforcement agencies or government bodies.

For full details, view our Privacy Notice.

Surveys and collection of feedback

By completing MDXSU surveys or feedback requests, you consent to provide personal data and views as requested therein. The collection and use of this data will be made clear to you when you choose to participate and will be under this policy.

We use online survey software provided by SurveyHero.com, who support our work by providing MDXSU - as a non-profit organisation - with free access to their software. You can view Survey Hero's Privacy Policy here.

Changes to our Privacy Policy

We reserve the right to change our Privacy Policy and Privacy Notice. All changes will be posted here. Where the changes are significant, we may also choose to email all our registered users to advise them of updates.