Privacy Notice for BCU Board of Governors, Co-opted Members of Board Committees and Directors of BCU Subsidiary Companies

Birmingham City University is the data controller and you are welcome to contact our Data Protection Officer by emailing informationmanagement@bcu.ac.uk or by post to:

Data Protection Officer
Information Management Team
Birmingham City University
Floor 1, Joseph Priestley Building
6 Cardigan Street
Birmingham, B4 7RJ.

Personal data is processed during the recruitment and term of office of Governors, Co-opted Members of Board Committees and Directors of BCU Subsidiary Companies. The lawful bases for processing your personal data are:

• ‘for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller’ – for example, inclusion in meeting minutes
• ‘for compliance with a legal obligation’ - for example, information relating to being a ‘Fit and Proper Person’
• ‘for purposes of the legitimate interests pursued by the controller’ - for example, to invite you to events after your term of office has ended.

Equality, diversity and inclusion personal data is provided by choice. The Article 6 lawful basis for the data processing is ‘for the performance of a task in the public interest’ and the condition of processing is 9(2)(g) (equality of opportunity or treatment). Where other lawful bases / special conditions of processing do not apply, we will process your data on the basis of your explicit consent. If we require your consent for any specific use of your personal data, we will collect it at the appropriate time, explaining why we are collecting the data and how we will use it, and you can withdraw this consent at any time.

Your personal data will be used to assist the nomination /recruitment process as well as facilitating your term of office as a BCU Governor, member of a Board Committee or Director of a BCU Subsidiary Company.

The University will keep your personal data related to terms of office until 10 years after the end of your term of office unless it has reason to become part of the University Archive.

Unless you opt-out, limited personal data (such as name, contact details etc.) may be retained for the purpose of future communication such as invitations to university events.

Your personal data will only be shared with relevant Birmingham City University staff. If you are appointed to the Board of Governors or one of its Committees / Subsidiary Companies, Birmingham City University may be obligated to share some of your personal data with external organisations including:

• Companies House to register you as a member
• Office for Students for registration and regulation purposes – please see the extra information at end of this Privacy Notice
• Our banking services provider to comply with anti-money laundering policies

From time to time these obligations may change and when this is the case, we will inform you. The University is obligated to make a return to HESA but as the information is anonymised, it is no longer personal data.

Hard copies of personal information are kept in a secure location and personal data stored electronically is on secure systems within the UK or EU.

You have the right to correct or update your personal data at any time. Please get in touch with secretariat@bcu.ac.uk to update your details. You may have the right to have your personal data deleted, the right to restrict processing, the right to object and / or the right to data portability and you have the right to know about and challenge automated decision making and profiling. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification, please email informationmanagement@bcu.ac.uk.

You have the right to request see the personal data we hold about you. You can contact our Subject Access Request team by emailing SAR@bcu.ac.uk or by post:

Subject Access Requests
Legal Services
Birmingham City University
Floor 1, Joseph Priestley Building
6 Cardigan Street
Birmingham, B4 7RJ.

You have the right to lodge a complaint with the Information Commissioners Office about the handling of your personal data and can find out more about this on their website.

• Birmingham City University’s Data Protection Policy and Appropriate Policy Document
• Birmingham City University’s Privacy Notices
• The Information Commissioner’s Office (ICO) information for members of the public
• Subject Access Request Procedure