Privacy Policy

The Cambridge Union Society customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

Contact details

Post
Cambridge Union Society, 9A Bridge Street, , CAMBRIDGE, , CB2 1UB, GB

Telephone
01223566421

Email
info@cus.org

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

• Names and contact details
• Addresses
• Photographs or video recordings
• Service use history
• Records of meetings and decisions
• Information about income and financial needs for funding or personal budget support
• Website user information (including user journeys and cookie tracking)

We collect or use the following information to receive donations or funding and organise fundraising activities:

• Names and contact details
• Addresses
• Donation history
• Tax payer information (for Gift Aid purposes)

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

• Video recordings of public areas (including indoor and outdoor spaces)
• Video recordings of private or staff only areas
• Relevant information from previous investigations
• Witness statements and contact details
• Information relating to health and safety

We collect or use the following personal information for service updates or marketing purposes:

• Names and contact details
• Addresses
• Marketing preferences
• Purchase history
• Records of consent, where appropriate

We collect or use the following personal information for research or archiving purposes:

• Names and contact details
• Addresses
• Purchase history
• Donation history
• Records of consent, where appropriate

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Purchase or service history
• Video recordings of public areas
• Video recordings of private or staff only areas
• Witness statements and contact details
• Financial transaction information
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure– You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing– You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • CCTV is used in the venue to protect customers and staff.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for research or archiving purposes are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

• Directly from you
• CCTV footage or other recordings

Who we share information with

Data processors

Creventa

This data processor does the following activities for us: Corporate Event Management.

Event Temple

This data processor does the following activities for us: Manage corporate event bookings.

OpenTable

This data processor does the following activities for us: Manage bookings for the Orator restaurant.

MailChimp

This data processor does the following activities for us: Used for marketing for The Orator.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

 20^th February 2025