Privacy Policy
As a student of LUU, there is some data that we have to process as part of our relationship with you. Such as knowing your bank details if we employ you, or who is attending a club and society trip; and we will continue to communicate with you about these.
We take your privacy VERY seriously and if you read the privacy policy below you’ll see what we do with your information and how we store it.
Information exchange between the University of Leeds and LUU
As you might expect, to support your university experience, we share information with the University of Leeds. This is governed by a data sharing agreement and starts when you consent to join LUU during the university registration process.
At LUU, we abide by the principles enshrined in the Data Protection Act 2018, together with legislation incorporating GDPR, and updates to practice introduced by the Data Use and Access Act 2025, namely:
We will process your data in a fair, lawful and transparent manner.
We will collect relevant data for specific purposes and be explicit about how we use it.
We will ensure and make every effort to ensure that data is accurate, and if it isn’t we shall respond quickly to change it.
We will only keep the data for as long as is necessary.
We will process your data in a secure way, protecting against unauthorised or unlawful processing and against accidental loss, destruction or damage.
Where we require your explicit consent to process your data, we will ensure your choice is informed, freely given and we are transparent as to how your data will be used and how you can withdraw consent, if applicable.
The data opposite is shared regularly with LUU to enable the following:
For you to be able to engage with our services that require knowing your identity – key examples are joining a club and society and voting, which requires the data to be added to our membership system.
For you to participate in activities that require LUU membership – Leading a club or society and having a say in how they are run, standing for an elected post and playing or competing for a University of Leeds sports team run by LUU.
For us to understand how our services effectively support our full membership – for example, knowing if students from certain parts of the university or specific groups of students are underrepresented in areas of student-led activity. When processing sensitive personal data the University holds, including enrolment in any support programmes (including but not limited to Access to Leeds and the Plus Programme), any processing will respect your confidentiality and data rights as an individual and will be in accordance with the data sharing agreement setup between us and the University. A typical example is that we may seek to understand the participation within clubs and societies of students with recognised disabilities compared to the complete University enrolment, and via anonymous reporting, inform what accessibility support and guidance is provided to student leaders to encourage greater participation.
For us to contact you in regard to core LUU membership activities – such as voting in the annual election of our sabbatical officers (Lead LUU).
Prefix (e.g. Mr)
First name
Middle name(s)
Last name
Gender
Nationality
Date of Birth
Term address
Term contact telephone
Mobile telephone
Email address(s)
Whether student is a carer
Whether student is a parent
Religion
Sexual Orientation
Disability information
Racial / ethnic origin
Student ID
ISS Username
Start Date
Year of Study
Current / past courses and programmes (Name/Programme lengths etc.)
School / Faculty
Level of study (e.g. UG)
Type of study (FT/PT)
Home/International status
Widening participation (Access to Leeds / Plus Programme)
Information shared on request
LUU’s data sharing agreement with the university also covers information where there isn’t a need to share information regularly about all students, but there is a need to share information about a specific or small group of students.
Data Protection & Guarantee of Confidentiality - Help & Support
If you contact us for help, information or advice by email we consider this consent to process your data in order to provide you with help and support.
If you wish to withdraw your consent at any time, you are free to do so and we will remove you from our system.
Data Protection and our guarantee of confidentiality:
- We will not disclose any information about you to someone else without your permission.
- We will not contact someone else for information relating to your case without asking you first.
- The only possible exception to this would be where we have grounds for concern that you are a danger to yourself or to others.
How we will use information about you?
Your information will:
- Enable us to check your status to ensure that you are given accurate and relevant advice;
- Enable us to represent you effectively;
- Help us assess whether or not you are eligible for and will be offered a specific service;
- Enable us to monitor services to ensure they are relevant and of a high standard.
What sort of information do we record?
- We record information supplied by you and information collected from 3rd parties during the process of supporting you.
- We also record any action taken in relation to your case and keep copies of correspondence and documents that are relevant.
- This information is processed and stored in accordance with current data protection laws in the UK as outlined at the start of this page.
How do we take care of the information we use?
- We keep computer records, and papers you give us if these are needed. We only keep information about you for the minimum time necessary which is 6 years. We keep personal information up to date, but we rely on the information you provide, so if you are aware of any inaccuracies let us know.
- All our records are locked away each night and any information on computer is held on a secure server.
- You can see any of our records as long as your case is open. Once your case is closed you will have to complete a Data Subject Access request to see your records.
External Monitoring
As part of our commitment to quality we arrange external audits of our work. Where possible we will anonymise any data we supply for the audit or if their audit relies on full case files. Any external auditors will be bound by their own professional rules on confidentiality.
If you do not consent to your information being used for external auditing purposes please let us know.