Data Process Mapping

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1	Data Processing	Data Source	Lawful authorisation to process					Privacy Statement	Retention Period	Storage Location	Destruction Responsibility	Processing activity					Third Party Sharing		Personal Data that could be used to identify a living individual																																							Special Categories of Data
2	Data Processing	Data Source	Consent	Contract	Legal	Legitimate Interests	Link to valid consent form, contract, law information or legitimate interest assessment	Privacy Statement	Retention Period	Storage Location	Destruction Responsibility	Administration	Communication	Direct Marketing	Legal Obligation	Research	Third Party Name(s)	Link to sharing contract	Student ID	Email Address	Full Name	Faculty	Course Instance	Department	Course	Year of Study	Level of Study	Mature Student	PT or FT Status	DL Status	Domicile	Graduation Year	Fee Paying Status	Parent/Carer	Telephone	IP Address	Image of individual	Business Name	Postal Address	Role Title	Group Membership	Date of Birth	Age	NI Number	DVLA Number	Signature	Bank Details	P45 / P46	ICE Personal Details	Reference Personal Details	Health Care Practioner Details	Guest Names	Right to work in UK	Disciplinary Record	Business Interests	Family Relationships	Financial Bonding	Ethnicity	Gender	Criminal Record	Personal Health Records	Disability	Sexual Orientation	Religion	Political Status	Sex Life

3	Membership Records	University Enrollment				x	Legitimate Interest Analysed	Student	6 years	K Drive, WildRocket Server, Qualtrics	Insights Function Manager	x	x		x	x	University	Contract	x	x	x	x	x	x	x	x	x	x	x	x	x	x	x		x																							x	x
4	UPSU Newsletter and Student Emails	University SITS Platform				x	Article 14	Student	3-6 years	K Drive, Mailjet Server	Insights Function Manager	x	x	x	x	x	University	Contract	x	x	x	x	x	x	x	x	x		x	x			x		x																							x	x
5	Advice Service User Records	Student				x	Legitimate Interest Analysed	Student	6 years	Advce Pro	Advice Manager	x	x			x	Sort It Out	Memorandum of Understanding	x	x	x	x		x	x	x	x								x																											x
6	CCTV	Visitor				x	Consent Signage	Student	30 days from capture	CCTV Control Units (Offline)	Automatic Erasure	x			x		None	Not applicable																			x
7	Business Clients	Client		x		x	Contract	Client/Supplier	Contract period plus 6 years	Xero, Google Drive, Locked Filing Cabinet	Business Function Manager	x	x	x	x		BAM	Not applicable		x	x														x			x	x	x
8	Annual Members or General Meetings	Student			x		Education Act	Student	2 years	Wildrocket Server	Head of Representation	x			x	x	None	Not applicable	x
9	Elections & Referenda (Voting)	Student			x		Education Act	Student	2 years	Wildrocket Server	Head of Representation	x			x	x	None	Not applicable	x
10	Election (Nominations)	Student				x	Legitimate Interest Analysed	Student	2 years	Wildrocket Server	Head of Representation	x	x			x	None	Not applicable	x	x	x	x			x										x		x																					x	x
11	Registered Driver Details	Student		x			Driver Registration Responses Driver Registration Form	Student	3 years	G-Suite	Head of Development	x					Endsleigh	Privacy Policy	x		x																		x			x		x	x	x
12	Employee Records	Employee		x	x		Employment Contract Templates	Employee	Indefinitely	Locked Cabinet, G-Suite, K Drive	Head of Central Services	x	x		x		Blue Spire	Letter of engagement for Payroll services		x	x														x				x	x		x		x			x	x	x					x			x			x	x
13																	Warner Goodman	Data Sharing Agreement
14																	Deputy	Deputy use Amazon web link - this is their statement
15	Event Ticket Sales	Consumer	x	x			Terms of sale	Consumer	3 years	Ticket Tailor	Head of Development	x	x	x		x	Event Producers	Contract	x	x	x														x				x								x					x
16	Event Ticket Sales	Consumer	x	x			Marketing Consent	Consumer	3 years	Event Brite	Head of Development	x	x	x		x	Event Producers	Contract	x	x	x														x				x								x					x
17	PSUT Newsletter Subscription	Student	x			x	Marketing Consent	Student	During enrollment and for 3 years after graduation	Mailjet Server, K Drive	Business Function Manager/Marketing Function Manager		x	x			None	Not applicable		x	x														x
18	Recruitment	Employee				x	Legitimate Interest Analysed	Employee	6 months from interview date	Locked Cabinet, G-Suite, K Drive	Head of Central Services	x	x			x	None	Not applicable	x	x	x				x	x									x				x											x			x		x	x			x	x
19	Paying out / Refund	Student / Employee				x	Legitimate Interest Analysed	Consumer	6 years	Xero, G-Suite	Head of Central Services	x			x		Xero	https://aws.amazon.com/compliance/gdpr-center/	x		x														x						x						x
20																		https://www.xero.com/uk/about/privacy/
21																		https://www.xero.com/uk/why-xero/benefits/security/
22	Retail	Consumer		x		x	Terms of sale	Consumer	6 years from purchase	Shopify, Stripe	Business Function Manager	x	x	x	x	x	Shopify, Stripe		x	x	x														x				x
23	Retail	Consumer		x		x	Legitimate Interest Analysed	Consumer	6 years from purchase	Shopify, Stripe	Business Function Manager	x	x	x	x	x	Shopify, Stripe	Stripe	x	x	x														x				x
24	Sickness Recording	Employee		x	x		Employment Contract	Employee	Indefinite as per instruction from Warner Goodman	Locket Cabinet, K Drive Google drive	Head of Central Services	x			x		National Health Service	NHS			x														x				x	x		x				x					x								x		x
25							Health & Safety at Work Act										National Health Service	NHS
26							Legitimate Interest Analysed										Warner Goodman	Contract
27	Group Membership	Student	x	x			Contract	Student	6 Years	Wild Rocket Server , Locked Cabinet, Stripe, Shopify	Development Function Manager	x	x	x		x	National Governing Bodies	[See NGB List]	x	x	x														x
28																	Shopify	https://docs.google.com/document/d/19gXql9HpZ2NwtEpkCgO2NWQX30XH_xykQG_uFANCUXQ/edit
29																	Stripe	Contract
30																	BUCS	Contract
31																	University Sport & Rec	Contract
32	Suppliers	Supplier		x	x	x	Legitimate Interest Analysed	Client/Supplier	6 years after current year end	Xero, Locked Cabinet, G-Suite	Head of Central Services	x	x		x		Xero, Counterculture	Terms of Business		x	x														x			x	x	x						x	x
33	Suppliers	Supplier		x	x	x	Legitimate Interest Analysed	Client/Supplier	6 years after current year end	Xero, Locked Cabinet, G-Suite	Head of Central Services	x	x		x		Xero, Counterculture	Letter of Engagement		x	x														x			x	x	x						x	x
34	Committee Member Records	Student	x			x	Legitimate Interest Analysed	Student	2 Years	Qualtrics, Wildrocket Server	Head of Development	x	x			x	University Academic Registry	Contract	x	x	x				x	x									x				x				x			x
35	Committee Member Records	Student	x			x	Consent	Student	1 Year	Qualtrics, Wildrocket Server	Business Development Manager, Sales & Partnerships			x			Eskimo11	Contract		x	x
36	Course Rep Records	University Faculty Offices				x	Legitimate Interest Analysed	Student	3 Years	Google Drive, Qualtrics, Wild Rocket Server	Head of Representation	x	x			x	None	Not applicable	x	x	x	x		x	x	x	x	x	x	x
37	Have Your Say Engagement	Student				x	Legitimate Interest Analysed	Student	3Years	Wild Rocket Server	Head of Representation	x	x			x	None	Not applicable	x	x	x
38	Additional Payment Form	Student				x	Legitimate Interest Analysed	Student	1 Year	Googledrive	Student Opportunities & Operations Manager	x					None	Not applicable	x	x	x														x					x	x
39	Society Registration Form	Student				x	Legitimate Interest Analysed	Student	2 Years	Qualtrics	Head of Development	x	x				None	Not applicable	x	x	x														x
40	Website Cookie Data	Individual	x				Cookies statement	Student	3 Years	Google and Facebook	Marketing & Insights Manager					x	Google	Contract																		x
41	Health & Safety Records	Individual			x		Health & Safety at Work Act	Employee	Indefinitely	UoP Honrbill online system	Head of Development	x			x		University of Portsmouth	Contract		x	x				x	x									x				x	x	x	x							x
42	SWAIN Assessments	Individual				x	Legitimate Interest Analysed	Student	2 years	UoP Qualtrics and Google drive	Head of Development	x	x			x	University of Portsmouth	Contract		x	x	x	x	x
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