Membership Solutions Limited (MSL) - Data Privacy Policy
This privacy notice tells you what MSL does with your personal information when you register to log into one of our clients’ websites, to use our software or to use the App.
Why we are able to process your information
The personal information we process is provided to us either by your students’ union, association or guild, by your University or College, or directly by you and is governed by a legal agreement that we have with the organisation of which you are a member or staff or guest.
Under this agreement, MSL is the data processor of your personal data and your student organisation is the data controller. This data is provided so that they can deliver their services to you using our software.
Under data protection law, you have certain rights we need to make you aware of. Your rights depend on our reason for processing your information and you can read more about these rights here.
Purpose and legal basis for processing
| |
Purpose |
Legal basis |
| 1 |
MSL has a legal agreement with the organisation you belong to, our legal basis for processing your personal data is because it is necessary to perform that contract. |
Contract |
| 2 |
If you contact MSL directly to make an enquiry, then the legal basis we rely on to process your data in this case is because it is necessary for the purposes of our legitimate interests in responding to you. |
Legitimate interest |
Right of access
You have the right to ask your data controller for copies of your personal information. This right always applies. There are some exemptions, which means you may not receive all the information we process.
Right to rectification
You have the right to ask your data controller to rectify information you think is inaccurate and to complete information you think is incomplete. This right always applies.
Right to erasure
You have the right to ask us your data controller to erase your personal information in certain circumstances.
Right to restriction of processing
You have the right to ask your data controller to restrict the processing of your information in certain circumstances.
Right to object to processing
You have the right to object to processing if we process your information because the process is in our legitimate interests.
Right to data portability
You have the right to ask your data controller to transfer the information you gave them to another organisation or to return it to you. This only applies to the information you submitted in the first instance and only if the information was given based on your consent, or under (or in talks about entering into) a contract, and only if the processing is automated.
You do not pay charges to exercise your rights. Your data controller has one month to respond to you.
Data retention
We retain personal data under a data retention policy which is agreed between MSL and your data controller and which complies with all applicable data protection legislation.
Processing by third parties
We will not share your information with any third parties for any purposes other than to assist MSL in providing services to you and then only under written permission from your data controller.
We have contracts in place with our third party data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
In some circumstances we are legally obliged to share information. For example under a court order or where we cooperate with supervisory authorities in handling investigations. In any scenario, we will satisfy ourselves that we have a lawful basis to share the information and document our decision.
Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information.
Case management
We use the FogBugz case management system, provided by Fog Creek Software, to support the delivery of our services. The Fogbugz system and the personal data it contains is securely held in the UK on the Warwick University network under MSL management.
If you contact us direct to enquire about this policy we may use this system to manage your enquiry.
Analytics
When you visit your organisation’s website or use their MSL System they use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This is done to find out such things as the number of visitors to the various parts of the site, to understand the demand for services and to improve the services being offered. This information is always processed in a way that does not identify any individual. MSL does not make, and does not allow Google to make, any attempt to find out the identities of those visiting our website.
Cookies
You can read more about how we use cookies for the MSL website on our Cookies page.
If you have queries or concerns about this policy, please contact us at info@ukmsl.com.