P R I V A C Y   P O L I C Y 

At Students’ Rugby Football Union we’re committed to protecting and respecting your privacy.

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This policy explains when and why we collect personal information about people who visit our website or use our services, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

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Last modified: 30 January 2021

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Who are we?

We’re Students’ Rugby Football Union (SRFU), a charity and constitute body of the RFU dedicated to fostering the development of Rugby Union in Higher Education . SRFU is a registered charity (no. 1087986). 

How we use your information

This privacy notice tells you what to expect when SRFU collects personal information. It applies to the following types of information:

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• visitors to our website

• retention of your data within MSL

• surveys we undertake

• your marketing decisions

• SRFU employees

• people who attend our events

• Also contained within this policy is:

• information about links to other websites

• your rights

• how to contact us

 

Visitors to our website

When someone visits www.englandrugby-unis.com we use a number of third party services Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site so that we can improve the content we offer to visitors. This information is only processed in a way which does not identify anyone.

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We do not make, and do not allow Google to make any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

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We also make use of the third party service, Facebook Pixel, to collect information on the performance of our advertising so that we can continually optimise our marketing activity. You can review your Facebook privacy settings and opt out of Facebook Pixel within the ‘Ad Preferences’ section of your Facebook account.

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Forms

At times we use a third party provider Microsoft, to collect data through embedded forms on our website. We do not allow Microsoft to make any attempt to access the data we have collected or share it.

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At the point of collection we will be explicit about what personal data we are collecting and the purpose for processing and the retention period.

For more information, please see Microsoft Privacy Statement.

Surveys we undertake

SRFU uses surveys to improve our understanding of issues that directly affect our members. This can relate to the services we offer, the development of specific policy around issues of HE Rugby Union or the performance of our communications activity.

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At the point of conducting surveys we will be explicit about what personal data we are processing, the purpose for processing and the retention period.

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We use a third party service, Survey Monkey, to manage the collection and analysis of our survey work. We do not allow Survey Monkey to make any attempt to access the data we have collected or share it. For more information, please see Survey Monkey’s privacy notice.

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People who contact us via social media

We use a third party provider, Sprout Social, to manage our social media interactions. As such, information you make publicly available on social media platforms may be transferred to Sprout Social to allow our team to quickly respond to your enquiries. For more information, please see Sprout Social’s privacy notice.

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Marketing

For members of the SRFU, we will also process your personal data for marketing purposes. When we talk about ‘marketing’ we mean to keep you updated with access to relevant products, offers, activities and services. We will rely on the lawful basis of legitimate interests to process your data in this way as we believe the information we share with you will enhance your experience as a member of SRFU. We will also use analytics to enable us to enhance and personalise the experience we offer to you as members of the SRFU.

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We will not share your personal data with any third parties and you can ask us to stop sending you marketing messages by contacting us at any time.

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E-Newsletter

We use a third party provider, Mail Chimp, to deliver our e-newsletter updates. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.

Our E-Newsletter is only sent to members of the SRFU and individuals have the right to unsubscribe at any point and are given information about how to do this. Mail Chimp only uses the data we have supplied in order to send emails from us. They won’t share this data with anyone else or send you emails about their services.

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For more information, please see Mailchimp privacy notice.

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SRFU Employees 

Bache Brown & Co (BBC) Payroll

If you are employed by SRFU, relevant details about you will be provided to BBC Payroll who provide payroll services to SRFU. This will include your name, bank details, address, date of birth, National Insurance Number and salary.

For more information, please see BBC Payroll’s privacy notice.

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NEST Pensions

Likewise, your details will be provided to NEST who are the administrators of the Automatic Enrolment Pension Scheme, of which SRFU is a member. If you meet the relevant criteria in terms of age and salary, you will be auto-enrolled into the pension scheme and details provided to NEST will be your name, date of birth, National Insurance number, salary and work email address.

People who attend our events

Events

As part of our SRFU offers numerous events throughout the year. At most of these events you will be asked to pre-register. This gives us access to the following data:

• Name

• Email address

• Higher Education Institution/Rugby Club

• Position

 

We collect this data for our legitimate interests of:

• analysing event attendance to identify where there may be certain demographics who are not engaging with our events and to help build targeted programmes of events.

• contacting you to gain your feedback on the event and help us improve future events.

• We will only retain this information for the season in which it is collected. If the data is required for comparative analysis after this period, the data will be pseudonymised so that the data cannot be attributed to a named individual. It will not be retained for any more than one further academic year.

 

Photography

We take photographs and video footage at the majority of our events but we will always make it clear when we are doing so and the purposes for this activity. Should you not wish your photograph/video to be taken at an event please inform our photographer/videographer and they will ensure your image is not taken.

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We do not use any facial recognition software to identify individuals within images and in the instances where we wish to identify an individual, such as in our democratic elections, we will always ask for permission.

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Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

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Your rights

Under the new General Data Protection Regulations, you have rights as an individual which you can exercise in relation to the information we hold about you.

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You can read more about these rights on the Information Commissioner’s Office website but they can be broken down into the following areas:

 

The right to be informed

You have the right to be informed about how we’re using your data. We do this by using a combination of physical notices (such as photography notices at events), just in time notices (such as an opt in check box when making a purchase) and layered documentation (such as this privacy policy).

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The right to access your data

You can request a copy of the data we hold on you by contacting us via email. We endeavour to respond to requests within 30 days but where a request is complex this may take up to 90 days – if this happens we’ll let you know the reasons why.

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The right to rectification

You have the right to question any information that we have about you that you think is incorrect. We’ll take reasonable steps to check this for you and, if required, correct it.

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The right to erasure

You can ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to erasure’ or the ‘right to be forgotten’.

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The right to restrict processing

If you believe the information we hold on you is inaccurate, being processed unlawfully or no longer required you have the right to restrict the processing of your personal data.

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The right to data portability

You have the right to get your personal information from us in a format that can be easily re-used. You can also ask us to pass on your personal information in this format to other organisations.

 

The right to object

You can object to us keeping or using your personal information. This is known as the ‘right to object’.

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Rights in relation to automated decision making and profiling

You are protected under GDPR in instances where automated decision-making has a legal or similarly significant effects on you. We don’t currently conduct any such automated decision making or profiling.

You can invoke your right to any of the above verbally or in writing. Please contact us at info@studentsrfu.com.

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SRFU tries to meet the highest standards when collecting and using personal information and we take any complaints we receive about this seriously.

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You have the right to complain to the Information Commissioner’s Office. You can find out how to report a concern on their website.

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Future sharing of your data

You have the right to get your personal information from us in a format that can be easily re- used. You can also ask us to pass on your personal information in this format to other organisations.

You can request this by contacting us below.

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How to contact us

If you want to request information about our privacy policy, or to invoke your rights as outlined above, you can email us or write to: