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Data ProcessingData SourceLawful authorisation to processPrivacy StatementRetention PeriodStorage LocationDestruction ResponsibilityProcessing activityThird Party SharingPersonal Data that could be used to identify a living individualSpecial Categories of Data
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Consent
Contract
Legal
Legitimate Interests
Link to valid consent form, contract, law information or legitimate interest assessmentAdministration
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
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Membership RecordsUniversity EnrollmentxLegitimate Interest AnalysedStudent6 yearsK Drive, WildRocket Server, QualtricsInsights LeadxxxxUniversityContractxxxxxxxxxxxxxxxxxx
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UPSU Newsletter and Student EmailsUniversity SITS PlatformxArticle 14Student3-6 yearsK Drive, Mailjet ServerMarketing & Insights Manager/Insights LeadxxxxxUniversityContractxxxxxxxxxxxxxxx
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Advice Centre User Records
StudentxLegitimate Interest AnalysedStudent6 years Advce ProAdvice LeadxxxSort It Out
Memorandum of Understanding
xxxxxxxxxx
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CCTVVisitorxConsent SignageStudent30 days from captureCCTV Control Units (Offline)Automatic ErasurexxNoneNot applicablex
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Business ClientsClientxxContractClient/SupplierContract period plus 6 yearsXero, Google Drive, Locked Filing CabinetBusiness Development Manager, Sales & PartnershipsxxxxBAMNot applicablexxxxxx
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Annual Members or General Meetings
StudentxEducation ActStudent2 yearsWildrocket ServerAdvice & Focus ManagerxxxNoneNot applicablex
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Elections & Referenda (Voting)
StudentxEducation ActStudent2 yearsWildrocket ServerAdvice & Focus ManagerxxxNoneNot applicablex
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Election (Nominations)StudentxLegitimate Interest AnalysedStudent2 yearsWildrocket ServerAdvice & Focus ManagerxxxNoneNot applicablexxxxxxxxx
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Registered Driver DetailsStudentx
Driver Registration Responses

Driver Registration Form
Student3 yearsG-SuiteStudent Opportunities & Operations ManagerxEndsleighPrivacy Policyxxxxxxx
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Employee RecordsEmployeexxEmployment Contract TemplatesEmployeeIndefinitelyLocked Cabinet, G-Suite, K DriveFinance & Central Admin ManagerxxxBlue Spire
Letter of engagement for Payroll services
xxxxxxxxxxxxxx
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Warner Goodman
Data Sharing Agreement
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Deputy
Deputy use Amazon web link - this is their statement
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Event Ticket SalesConsumerxxTerms of saleConsumer3 yearsTicket TailorStudent Opportunities & Operations ManagerxxxxEvent ProducersContractxxxxxxx
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Marketing ConsentEvent Brite
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PSUT Newsletter SubscriptionStudentxxMarketing ConsentStudentDuring enrollment and for 3 years after graduationMailjet Server, K DriveMarketing & Insights ManagerxxNoneNot applicablexxx
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RecruitmentEmployeexLegitimate Interest AnalysedEmployee6 months from interview date Locked Cabinet, G-Suite, K DriveFinance & Central Admin ManagerxxxNoneNot applicablexxxxxxxxxxxxx
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Paying out / RefundStudent / EmployeexLegitimate Interest AnalysedConsumer6 yearsXero, G-SuiteFinance & Central Admin ManagerxxXerohttps://www.xero.com/uk/about/terms/xxxxx
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https://www.xero.com/uk/about/privacy/
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https://www.xero.com/uk/why-xero/benefits/security/
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RetailConsumerxxTerms of saleConsumer6 years from purchaseShopify, StripeBusiness Development Manager, RetailxxxxxShopify, Stripexxxxx
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Legitimate Interest AnalysedStripe
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Sickness RecordingEmployeexxEmployment ContractEmployeeIndefinite as per instruction from Warner GoodmanLocket Cabinet, K Drive
Google drive
Finance & Central Admin ManagerxxNational Health ServiceNHSxxxxxxxxx
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Health & Safety at Work Act
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Legitimate Interest AnalysedWarner GoodmanContract
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Group MembershipStudentxxContractStudent6 YearsWild Rocket Server , Locked Cabinet, Stripe, ShopifyMarketing & Insights Managerxxxx
National Governing Bodies
[See NGB List]
xxxx
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Shopify
https://docs.google.com/document/d/19gXql9HpZ2NwtEpkCgO2NWQX30XH_xykQG_uFANCUXQ/edit
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StripeContract
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BUCSContract
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University Sport & RecContract
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SuppliersSupplierxxxLegitimate Interest AnalysedClient/Supplier6 years after current year endXero, Locked Cabinet, G-SuiteFinance & Central Admin ManagerxxxXero, CountercultureTerms of Businessxxxxxxxx
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Letter of Engagement
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Committee Member RecordsStudentxxLegitimate Interest AnalysedStudent2 Years Qualtrics, Wildrocket ServerStudent Opportunities & Operations Managerxxx
University Academic Registry
Contractxxxxxxxxx
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Consent1 YearBusiness Development Manager, Sales & PartnershipsxEskimo11Contractxx
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Course Rep RecordsUniversity Faculty OfficesxLegitimate Interest AnalysedStudent3 YearsGoogle Drive, Qualtrics, Wild Rocket ServerAdvice & Focus ManagerxxxNoneNot applicablexxxxxxxxxxx
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Have Your Say Engagement
StudentxLegitimate Interest AnalysedStudent3YearsWild Rocket ServerAdvice & Focus ManagerxxxNoneNot applicablexxx
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Additional Payment FormStudentxLegitimate Interest AnalysedStudent1 YearGoogledriveStudent Opportunities & Operations ManagerxNoneNot applicablexxxxxx
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Society Registration FormStudentxLegitimate Interest AnalysedStudent2 YearsQualtricsStudent Opportunities & Operations ManagerxxNoneNot applicablexxxx
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Website Cookie DataIndividualxCookies statementStudent3 YearsGoogle and FacebookMarketing & Insights ManagerxGoogleContractx
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Health & Safety RecordsIndividualxHealth & Safety at Work ActEmployeeIndefinitelyLocked Cabinet / Google DriveStudent Opportunities & Operations ManagerxxUniversity of PortsmouthContractxxxxxxxxxx
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