QUEEN'S UNIVERSITY BELFAST ACCOMMODATION SERVICES
NON-STUDENT PRIVACY NOTICE

Queen’s University Belfast (“we”, “us” and “our”) is committed to protecting your personal data. The notice is addressed to private users (non-QUB staff or students) of Queen's Accommodation Services, (“you” and “your”). This Privacy Notice tells you why we need to collect personal information about you, what we will do with it, and how we will look after it. It also tells you about your legal rights in relation to your Personal Data. If you have any questions about this privacy notice, please contact us.

WHO WE ARE

1. We are Queen’s University Belfast, a university with a reputation for excellence in education and research and a member of the Russell Group. Founded in 1845 as Queen's College Belfast, we became an independent university in 1908. Queen's University Accommodation services oversees all residential buildings, facilities, personnel and management of associated services.

HOW YOUR PERSONAL DATA IS COLLECTED

2. Information you provide: we will ask for information about you, such as your name, age, photographic ID etc. this is known as your “Personal Data”. We may also ask you for some special categories of information (for example, if you have a disability that we should know about). This is known as your “Sensitive Personal Data”.

HOW WE USE YOUR PERSONAL DATA

3. We use your Personal Data and Sensitive Personal Data in the following ways:

• To process your details to comply with health and safety legilsation and evacuation protocols,
• To ensure that any disability requirements are met,
• To process payments,
• For reporting purposes and,
• For the prevention of crime.

LEGAL BASIS FOR COLLECTING AND USING YOUR PERSONAL DATA

4. We will only use your Personal Data if we have valid reasons for doing so. These reasons are known as our “legal basis for processing”. The legal bases for processing your Personal Data are:

6 (1) f - Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

And, the legal basis for processing your Sensitive Personal Data is:

9 (1) processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent.

WHO WE SHARE YOUR DATA WITH

5. Your personal and/or sensitive personal data will not be shared with any third parties or outside of the designated Queen’s University Belfast Accommodation Services and Estates teams.

DATA PROCESSING OUTSIDE EUROPE

6. We will not transfer your Personal Data and Sensitive Personal Data outside of the European Economic Area.

HOW LONG YOUR INFORMATION WILL BE KEPT

7. We will keep your Personal Data and Sensitive Personal Data for up to 1 year from date of departure. We will only keep your information if we need it for one of the reasons described above. We place great importance on the security of the Personal Data that we hold, including the use of physical, technological and organisational measures to ensure your information is protected from unauthorised access and against unlawful processing, accidental loss, alteration, disclosure, destruction and damage.

YOUR RIGHTS

8. The Data Protection Act 2018 provides you with a number of legal rights in relation to your Personal Data, including the right:

• to request access to your Personal Data;
• to request correction of your Personal Data that is wrong or incomplete;
• to request erasure or the restriction of processing of your Personal Data;
• to request the transfer of your Personal Data in a structured; commonly used machine-readable format;
• not to be subject to automated decision making; and
• to withdraw your consent.

9. If you wish to exercise any of the rights set out above, or require further information about any of the rights, please contact us.

10. There may also be times where we cannot stop using your Personal Data when you ask us to, but we will tell you about this if you make a request.

CONTACTING US

11. If you have any questions or comments about this privacy notice, the University’s Data Protection Officer can be contacted at:

Derek Weir

Data Protection Officer

Registrar’s Office
Lanyon South
Queen’s University Belfast
University Road
BT7 1NN
info.compliance@qub.ac.uk

COMPLAINTS

12. You have the right to complain about how we treat your Personal Data and Sensitive Personal Data to the Information Commissioner’s Office (ICO). The ICO can be contacted at:

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

CHANGES TO THIS NOTICE

We may update this Privacy Notice from time to time. We will notify you of the changes where we are required by law to do so.