QMU Commercial Services Privacy Statement

Who we are

This is the privacy statement of Queen Margaret University Commercial Services. This privacy statement explains how we collect and use personal information about you for the purposes of providing commercial services. These services include events and conferences, sport and fitness, catering, and summer accommodation.

Queen Margaret University (QMU) is a Data Controller in terms of the Data Protection Act 2018 (DPA) and the UK General Data Protection Regulations. The University is registered with the Information Commissioner’s Office. Our Registration Number is Z6013920.

The type of personal data we collect

We collect and process the following types of personal data:

Events and Conferences

Name
Job title and organisation
Email address
Postal address (where applicable)
Telephone number
Dietary requirement
Accessibility requirements
Payment details
Vehicle registration

Summer accommodation

Name
Job title and organisation
Email address
Postal address (where applicable)
Telephone number
Dietary requirement
Accessibility requirements
Payment details
Vehicle registration
Name of Fringe show associated with booking (if August booking)
Venue of Fringe show associated with booking (if August booking)

Sport and Fitness

Name
Contact details including telephone number, postal address and email address
Emergency contact details
Date of birth
Relevant information about health conditions and medications
Payment details
Vehicle registration

Catering
Catering is provided by a third party, BaxterStorey.

How we collect your personal data

We collect your personal data directly from you in relation to all our commercial services. Occasionally the event organiser will collect your personal data and share it with us where that is necessary for the purposes of organising and hosting the event.

Why we collect your personal data

The purpose and basis for processing your personal data is as follows:

Events and Conferences

Legal Basis	Purpose
Consent	To process your enquiry To keep you up to date on any offers and for marketing purposes To provide you with a parking space
Performance of a contract	To process your booking Provide details on an event
Legitimate interest	To gather post-event feedback CCTV in place for security purposes

Eventbrite

We use Eventbrite for registration at some of our events. Please note that Eventbrite is a third-party service that is not owned or managed by Queen Margaret University. You should refer to Eventbrite’s terms and conditions of privacy policy. For further details, please see:

Eventbrite terms and conditions
Eventbrite privacy policy

Sport and Fitness

Legal Basis	Purpose
Consent	To process your enquiry To send updates to members about the Centre’s activities that members can get involved in or any other relevant news about the Centre To market the Centre to former members or prospective members where we have consent to do so To provide you with a parking permit (public members only) To provide members with the best services in line with their current health status
Performance of a contract	To process your booking To provide you with a membership to our facilities To ensure you are provided with a service which meets your individual needs To provide access to the facilities and services offered by the Centre To process financial transactions to ensure the efficient and timely management of payment to use our facilities
Legitimate interest	To gather feedback CCTV in place for security purposes To have an emergency contact in place for the safety and security of our members For legal and regulatory purposes (for example child protection and health and safety) and to comply with its legal obligations and duties of care.
Legal Obligation	For legal and regulatory purposes (for example child protection and health and safety) and to comply with its legal obligations and duties of care.

Summer Accommodation

Legal Basis	Purpose
Consent	To process your enquiry To keep you up to date on any offers and for marketing purposes To provide you with a parking space To inform you of events taking place at the time of your booking
Performance of a contract	To process your booking Provide details on your booking
Legitimate interest	To gather feedback CCTV in place for security purposes

Special Categories of Personal Information

We sometimes process special category personal data. Where we process special category data or criminal conviction data we are required to identify an additional legal basis for processing. Special category data is held in the strictest confidence and only shared on a strict need to know basis.

Additional Legal Basis	Type of Data and Purpose
Explicit consent	Health information to provide any assistance or reasonable adjustments when accessing our events. Health information to provide members with the best services in line with their current health. This information may also be used to provide or seek appropriate medical care, and to take appropriate action in the event of an emergency, incident or accident, including by disclosing details of an individual’s health to medical professionals where it is in the individual’s interests to do so

Additional Legal Basis

Type of Data and Purpose

Explicit consent

Health information to provide any assistance or reasonable adjustments when accessing our events.
Health information to provide members with the best services in line with their current health. This information may also be used to provide or seek appropriate medical care, and to take appropriate action in the event of an emergency, incident or accident, including by disclosing details of an individual’s health to medical professionals where it is in the individual’s interests to do so

How we store your personal data

The University will manage your information securely and will restrict access to only those who need to use it in the course of their duties. The University will put in place technical and organisational measures necessary to ensure the security of your information.

We will only retain your information as long as is reasonably necessary for the purpose it was gathered and in accordance with QMU’s Retention Schedule. We may be required to keep some of your personal information permanently for historical and archival purposes.

Sharing your personal data

The University will only disclose your information to third parties where we:

Have a legal basis to do so under the UK General Data Protection Regulation; or
Are required to under a statutory or regulatory obligation; or
Have your consent.

Reasons we may share your personal data:

With third party suppliers to meet dietary requirements
For August Summer Accommodation bookings we partner with the Fringe. We may share your contact details used at the time of the booking with the Fringe so they can contact you about events on campus at the time of your booking.

Profiling or automated decision making

We do not use profiling or automated decision-making processes. Some processes are semi-automated but a human decision maker will always be involved before any decision is reached in relation to you.

Use of our Website

QMU respects the privacy of every individual who visits our websites or responds to our interactive advertisements. The Privacy Statement on our website outlines the information we collect via its various web pages and how we use that information. The Statement also instructs you on what to do if you do not want your personal information collected or shared when you visit QMU's website or respond to our advertisements.

Your rights relating to your personal information

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

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, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to make a rights request the relevant contact details can be found at the end of this statement.

Changes to our privacy statement

We keep this privacy statement under regular review and will place any updates on this website. We will publish any changes we make to this data protection policy on our website.

This privacy statement was last updated January 2024.

Contact details and further advice

If you have any queries about the processing of your personal data as described above, please contact the University’s Data Protection Officer. You can do this by

Email: dataprotection@qmu.ac.uk

Post:

Data Protection Officer
Queen Margaret University
Queen Margaret University Drive
Musselburgh
EH21 6UU

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us by contacting the Data Protection Officer in the first instance.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

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

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk