What information do we collect from you?

USSU’s Activity Zone holds and processes personal data about:

  • Alumni – information based on previous membership of clubs and societies;
  • Surrey Sports Park (SSP) – Team Surrey information for management of clubs – signatory names, email addresses;
  • Signatory agreements – document signatory agreement;
  • Annual ball/event information – nominations and winners – name and club/society affiliation;
  • Annual ball/event attendees – name, club/society affiliation, dietary requirements;
  • Clubs and Societies information – team sheets, members list, committee information, names in contact information

How is data is collected:

  • Alumni information – collected from you via consent via box on website to be on an online register;
  • Surrey Sports Park (SSP) Information – AGM information;
  • Signatory agreements – Website form;
  • Annual ball/event information – Nominations via USSU website;
  • Annual ball/event attendees – sign up via Tixtu (online ticket system);
  • Clubs and Societies information – sign up via USSU website

Why do we collect this information?

USSU collects only the data we need, and we keep the data up to date and only for as long as it is needed. 

We collect your personal data in order to:

  • Alumni information – to support the work of the alumni team – (see Privacy notice https://www.surrey.ac.uk/alumni/your-community/alumni-privacy-policy )
  • Surrey Sports Park (SSP) Information – management of Team Surrey Clubs;
  • Signatory agreements – necessary for the administration of USSU;
  • Annual ball/event information – to manage the event;
  • Annual ball/event attendees – administration of event;
  • Clubs and Societies information – to manage membership of clubs and societies.

We take our obligations for data handling very seriously and it is therefore important for you to know the lawful basis for us processing your information:

We process data (listed above) in our legitimate interests to facilitate the running of clubs and societies, including their events and activities. These legitimate interests are determined through an assessment made by weighing our requirements against the impact of the processing on you. Our legitimate interests will never override your right to privacy and the freedoms that require the protection of your personal data. If you are interested in learning more about this legitimate interest assessment, please contact dataprotection@surrey.ac.uk.

What do we do with your information?

  • Alumni information – we share information with UOS advancement department;
  • Surrey Sports Park (SSP) Information – share with Team Surrey administration department;
  • Signatory agreements – Stored for term of office;
  • Clubs and Societies information – used to facilitate the running of clubs and societies;
  • Annual ball/event information – used to facilitate the planning of annual events and award achievements;
  • Annual ball/event attendees – used to plan the event in question.

USSU processes personal data and special category data in accordance with data protection legislation and its own Data Protection Policy. 

How long do we keep your information?

  • Alumni information – until end of relationship with student;
  • Surrey Sports Park (SSP) Information – end of academic year;
  • Signatory agreements – end of academic year;
  • Clubs and Societies information – end of relationship with student;
  • Annual ball/event information – end of relationship with student;
  • Annual ball/event attendees – end of academic year.

Who do we share your information with?

  • Alumni information – UOS advancement;
  • Surrey Sports Park (SSP) Information – Team Surrey Administration;
  • Signatory agreements – n/a
  • Clubs and Societies information – shared with UOS and to populate your HEAR;
  • Annual ball/event information – n/a
  • Annual ball/event attendees – n/a