Advice Service Privacy Notice

Last updated May 2021

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In accordance with Article 6 of the General Data Protection Regulation 2018, Greenwich Students’ Union (GSU) has a legitimate interest to process information relevant to your enquiries and/or case registered with us. 

Information submitted via email, through our Triage form, and/or via phone or video call is stored securely and is confidential within Greenwich Students’ Union. We use a case management system called AdvicePro to securely store all information given to us by you. Access to AdvicePro is limited to Advisers only.  

 

If you are a University of Kent student based at the Medway campus

If you have an open case with the Medway Advisers, your personal and case details may be shared with GSU from 1st June 2021. This is because GSU is becoming the managing partner of Greenwich and Kent Students’ Union (GKSU) following a review in 2020. All services run at Medway will transfer management from Kent Union to GSU. 

Kent Union (KU) and GKSU use Caseworker Connect as their case management system and will continue to use this to manage any open cases until July 2022. You can visit the Kent Union website to see the Privacy Policy for KU and GKSU related to advice.  

From 1st August 2021, Kent student cases at Medway may occasionally be shared with Kent Union to assist with cases. This will be done in accordance with this Privacy Policy and data sharing agreement between GSU and Kent Union.

 

For all students

When registering with the service we offer clients the opportunity to provide us with special category data (e.g. your date of birth) to identify trends and make service improvements. We will not share this or any of your personal data with a third party without your explicit consent. 

There may be situations where we have a legal obligation to share information about you with certain third parties. See the Greenwich Students’ Union Advice Confidentiality Policy (PDF document) for exceptions.

We may share statistical data relating to the Advice Service with wider GSU staff, the University or a third party; this information will be produced anonymously and individuals will not be identified. 

You have the right to access the information we hold on you, update your information and request for it to be deleted. If you would like to submit a Right to Information request, please download our form (Word document) and email it back to us at sucompliance@gre.ac.uk. For further guidance regarding your rights, please see the ICO website. 

We will process your information for a period of six years to satisfy your interests and those of Greenwich Students’ Union. Our full Data Retention Schedule is on our website at greenwichsu.co.uk/privacy