bc gaming casino

Student and Associate Privacy Statement

Last revised: January 2025

Introduction

The University of York Students’ Union (“bc gaming casino", “we”, “us”, “our”), promises to respect any personal data you share with us, or that is received from other organisations, and keep it safe. bc gaming casino aims to be clear when collecting your data and not do anything you wouldn’t reasonably expect.

Developing a better understanding of our members through your personal data allows bc gaming casino to make better decisions, communicate more efficiently and, ultimately, helps bc gaming casino to reach the goal of having a positive impact with every York student.

Where we collect information about you from and how we use it

Below are listed the various ways in which we collect information about you, and details of how we use it.

Data given to us when becoming a student member

Each year that you enrol on a University of York accredited course you automatically become a member of the University of York Students’ Union. The University of York shares a register of members with bc gaming casino, which once shared becomes the responsibility of bc gaming casino. The information shared is as follows:

• Full name

• Date of birth

• Domicile country

• Gender (as assigned at birth)

• Fee status

• University username

• University email address

• Library card number

• College

• School

• Course route code

• Department code

• Study type

• Programme level

• Programme start date

• Programme end date (expected)

• Mode of study

• Visiting student status

• Leave of absence indicator

• Placement status

• Finalist status

This data is used as a central record of your membership, and is used to validate your identity and student membership when purchasing an activity membership, attending an event, running or voting in elections, or accessing other services which are exclusive to Union members.

We regularly create demographic reports across our organisation to ensure services provided are relevant to you now and in the future. Reports may be formed from information such as voting records, event attendance and the purchasing of products. If you have provided consent for marketing communications, we may create reports based on your service usage in order to provide you with personalised information and messages.

From August 2024, as part of your University enrolment we will also ask for your explicit consent for the University to share special category data with us, which we utilise to effectively design and deliver relevant opportunities, services and support that are relevant to our full student membership and enable you to have the best time whilst at York. The special category data that we ask you to consent to sharing consists of the following:

• Socio-economic status group

• Ethnicity

• Age on entry

• Disability

• Care leaver status

• Estranged from parents

• Carer status

• Term time postcode / local-commuter student status

• Refugee status

• Armed Forces family 

• Sexual orientation / LGBTQ+ identity

• Parents’ level of education

• If gender identity is same as sex registered at birth

Any processing of this data will be done ethically, with your confidentiality and data rights as a priority; we will not use or share special category data which identifies an individual as having one or more protected characteristics. One example of how we use this information is to create a pseudonymous report on participation within a specific area of the Union, to determine if any particular groups of students are underrepresented.

You can view more detail of how we use your data in our Student Data Privacy Statement.

Data given to us when becoming an Associate member

If you register to be an Associate member of York Students’ Union, you will be asked to complete some information about you within the registration form. This is so that we can allow you access as an associate member to our events, memberships and services where available. When registering to be an Associate member, we require the following information upon registration:

• Full Name and Title

• Date of Birth

• Gender (includes the option of ‘prefer not to say’)

• Email address

• Membership type

We will use this data to validate your associate identity when engaging with our services (where applicable).

Data given to us directly

You may give us your information in order to sign up to a student group, for one of our events, to undertake research activities, take part in elections, participate in our training sessions, use our advice service, purchase our products, report an incident, raise a complaint or communicate with us. When you give us this information we take responsibility for looking after it and will only use it to provide relevant services to you during your membership.

Activities (including Societies, Sports and Volunteering)

If you join an activity, society, network or volunteering group, we may ask you for next of kin details in case of an emergency on any trips or activities you may participate in. If you wish to become an authorised driver and/or drive your own car for bc gaming casino activities, we will collect your driving licence and potentially your car insurance and MOT details.

We use your information in order to facilitate development and purchase requests, as well as to facilitate any events or activity applications you submit. We also use your information in order to monitor who is travelling when and where as part of an activity, in the interests of your personal safety, and we will facilitate the use of emergency contact numbers should they be required in an emergency situation. We will also use your information to gather demographic information regarding participation in our activities (see above pseudonymous reports).

After joining an activity, society, network or volunteering group, we may share your name and contact email with the relevant committee (or in the case of college sport this will be shared with members of College staff) in order to provide accurate membership lists which will allow them to contact you with informative notices for the duration of your membership / participation. If you give explicit consent, we may also share the activity name and your University ID with the University of York Office of Philanthropic Partnerships and Alumni (known as OPPA) in order for them to add your membership to your University of York alumni record.

After purchasing Sports Club AU Fees, and if you give explicit consent, we may share your name and University ID with the University of York Commercial Services (known as YCL) in order for them to provide you with any discounted membership options to York Sport facilities.

Registering interest in an activity

If you register interest in an activity or group on the bc gaming casino website, we will share your name and University email address with the relevant committee in order to keep you informed about the activity/group and contact you through email. The ‘register interest’ functionality is a short-term, non-committal registration to allow you to shortlist and get updates from the activities or groups you have registered an interest in. After registering interest, your data will be visible to the activity or group for 30 days before being erased. This information is also given to you at the point of registering.

Elections

If you choose to nominate yourself as a candidate in our Elections, your name and manifesto will be published on our website and voting page in order to ensure a fair democratic voting process. This may include your photo and any publicity material you provide.

If you vote in an election, we will use your information to maintain an accurate voter record and to enable the election calculation. After an election we may contact you by email informing you of your newly elected representatives if you are opted in to communications. We will also collect information such as your election preferences and demographical data should you cast a vote in an election.

Academic and Officer Representation

If you become an elected representative, we may ask you to upload and use your photograph in order to identify you on our website to your fellow students.

If you are a student member and become a course rep, we may share your name and contact email address with your department rep to enable the facilitation of the Academic Representation System and allow them to contact you in the event of a query. If you become an academic rep, we may also collect information regarding your participation, including your feedback and feedback from relevant University and Union staff members/departments. We may also collect information regarding your levels of attendance at relevant meetings and academic panels. 

bc gaming casino’s Big Ideas

If you engage in bc gaming casino’s ‘Big Ideas’ by submitting an idea or commenting on an existing idea, your University registered name will be displayed alongside your submission on the webpage - as indicated on the website at point of submission.

Advice and Support Service

We will record your details and notes from discussion with our advisors. We may also keep documents and evidence that you submit to us either to allow us to represent you, or to advise you, unless you inform us otherwise. When you come to us for advice, we may ask for additional information to help us provide the best possible service, or to enable us to refer you to the most appropriate support service. Data relating to the support you receive will be stored on our secure advice platform, and kept only for our set retention period.

If you use our Advice Centre, with your consent we may share your contact details and the details of your advice case with other organisations for the purpose of providing you with further guidance and support.

Purchases

When you make a purchase on the website, from our Helpdesk, or at one of our venues, we will collect information related to the transactions for our financial records, including items purchased, payment method, contact details for online purchases and product related information. Once an order has been placed, we may contact you by email to confirm your order details. Should we need to contact you for any reason regarding your order, we will use the email address registered to your account.

When purchasing goods and services from the Students’ Union, we will use the information you provide, under our legal obligations, to maintain accurate financial records and to provide you with the purchased goods and services.  We may also use pseudonymised transaction data in order to identify demographics and trends and ensure our services are relevant.

Online orders from one of our venues

bc gaming casino uses a third party app provider, Storekit, to support online ordering from our venues. Storekit collects only the data that is necessary to complete your transaction, and only shares an order name/location with bc gaming casino. Your email address may also be used to send you a feedback form after using our service.

Online bookings in one of our venues

bc gaming casino uses a third party provider, ToGo, to support online booking in some of our venues. ToGo collects only the data that is necessary to place your booking, and shares an order name, contact email and number, and details of the items booked.

Events

If you attend one of our events, we will use your attendance record as a way to record accurate attendance lists, assist with the prevention and detection of crime, produce demographic reports, and to enable the marketing of similar events to you should you have provided consent. If an event booking has been placed, we may contact you by email to confirm your booking details. Should we need to contact you for any reason regarding the event, we will use the email address registered to your account.

As with activity memberships, we may ask for next of kin details in case of emergency. We may also use your information to facilitate third party events which we are selling tickets for in order to allow them to check you have a verified event ticket.

Your information will be used if you are involved in any incidents involving security or first aid in order to keep a record of events. Your information will be used if you are involved with our medical team in order to maintain records, and in the case of an emergency we may share with emergency services.

If you attend our events which are not ticketed, you may be asked to provide your University username so that we can monitor demographic engagement with such events through pseudonymised reports.

Accident data

In the event of an accident or mishap in our venues, or when taking part in an official Students’ Union activity or event, we will use your personal details along with information related to the incident to maintain an accurate record in line with our legal health and safety obligation.

Surveys

You may be invited to take part in various surveys throughout your membership in order for us to improve our services and gather member opinion and feedback on certain subjects. If you are asked to complete a survey you will be provided with additional details of how we intend to use your survey data.

We sometimes offer incentives for the completion of surveys. Should you choose to participate in a prize draw, then your Student ID will be used to randomly select a winner and allocate prizes as necessary. You will be notified of this upon completion of the survey.

Queries

When you send a communication to the Students’ Union, we will collect this information in order to assist with resolving your query.

Online Helpdesk Software and Tools

The Students’ Union uses a third party contractor, Freshdesk to provide online Helpdesk services. A Data Processing Addendum is in place to ensure compliance with UK GDPR and the Data Protection Act 2018. The Privacy details of the third party provider are held under the Privacy and GDPR section with .

When providing support to you, we may on occasion ask you to use WeTransfer - a web-based file transfer service. Read WeTransfer’s Privacy information in .

On some occasions we may send you a feedback form after supporting you.

Applications Made to bc gaming casino

If you submit an expression of interest or make an application for a student staff role with the organisation, or to use any of our services such as volunteering opportunities, we will use your personal details along with the information you submit in order to contact you and progress your application through the required processes.

Additional information we may ask you for

In addition, when you attend an event, join a student group or use one of our services we may ask for additional information such as:

• Your date of birth to ensure compliance with age-related laws

• Your bank details to facilitate payments

• Information relating to your health if you are taking part in a high risk activity

• Any disabilities so that we can provide assistance where needed

Data given to us indirectly

Your information may be shared with us by independent organisations, the University of York, event partners, or our own trading companies. We may combine information you provide to us with information available from external sources in order to gain a better understanding of our members to improve our communication methods, products and services.

You should always check an organisation’s Privacy Policy when you provide your information to understand fully how they will process your data. The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them.

Social Media

Depending on your settings or the privacy policies for social media and messaging services like Facebook, Instagram or X, you might give us permission to access information from those accounts or services.

Data that’s available publicly

This may include information found in places such as Companies House and information that has been published in articles / newspapers or on websites.

Data collected when using our websites

Like most websites we use ‘cookies’ to help us make our website, and your experience of it, better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier, for example by automatically filling your name and address in text fields.

In addition, the type of device you’re using to access our website and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have and what operating system you’re using. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

There are more details in our Cookie Policy.

CCTV footage collected when using our venues

We have CCTV coverage in all of our venues; not only does this tick the box of our alcohol licensing requirements, it also adds a layer of security to our venues to make sure they are as safe as possible for our customers. Venue CCTV systems are either operated by the University, or by bc gaming casino directly. Where we manage the CCTV system, we will have either a monitoring screen and data recorder held in a secure location, or a cloud-hosted service with account access controlled by secure passwords, accessible only to authorised personnel. Our data recorder retains recorded data for 28 days, before the data is overwritten. Recordings can only be accessed by authorised personnel who will log all access to, and downloads from the system, together with the rationale for accessing those images in the CCTV access register. Retention timescales for downloaded data are detailed in bc gaming casino’s Data Retention Schedule (available upon request).

Data may be viewed and/or downloaded for the purposes of crime prevention and the prosecution of offenders; to support the investigation of incidents that may contravene our licensing requirements or breach bc gaming casino’s Code of Conduct (By-Law 12), the University’s Student Discipline Regulation 7, or the terms of a bc gaming casino contract of employment.

Marketing & Communications 

Membership Communications Preferences

As a member we believe you have a legitimate interest in hearing from us about the products and services we offer, what we’re doing to represent you and opportunities that might be of interest to you. Occasionally, we may include information from partner organisations, our own social enterprises or organisations who support us in these communications.

Direct Marketing

As a charity we need to raise funds to provide the services we offer to University of York students; we do this through our trading company (bc gaming casino Commercial Services Ltd) which is a social enterprise with a number of bar and catering venues which also support student events. We may send marketing material on behalf of our trading company to our members where you have told us that we can. We do not sell or share personal details to third parties for the purposes of marketing.

Controlling what you want to hear about

We make it easy for you to tell us how you want us to communicate in a way that suits you. To unsubscribe from mailing lists for bc gaming casino Marketing emails you can change your preferences on the settings page of the ‘’, accessible from the bc gaming casino website. To stop receiving emails from any activities you are part of, you can do this on the Memberships page of the Student Dashboard. We include information on how to opt out when we send you marketing material.

If you don’t want to hear from us at all, that’s fine, just let us know when you provide your data (at enrollment or associate registration) or contact us on 01904 323724 or [email protected].

If you receive any survey or forms from us they will include clear marketing preference questions.

Building profiles to make sure communications are relevant to you

We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our members. Profiling also allows us to target our resources effectively, which members consistently tell us is a key priority for them.  We do this because it allows us to understand the background of the people who study at the University and helps us to deliver appropriate services and information to members who need it.

When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications. Your data would only ever be analysed or profiled through secure and protected data processes, which only ever identifies broad statistics. In doing this, we may use additional information from third party sources when it is available.

Photography and videography

bc gaming casino captures photography and video for marketing purposes. These photos and videos are used to provide information about and promote the Union’s activities, events, services and products to current and prospective students, as well as key city and University partners. 

We capture photographs and videos under the legal basis of and employ the following practices to consider and protect your rights:

• Opting out: If you attend an event where photography is taking place and do not wish to be photographed, let a member of staff know and we’ll make our best efforts not to include you. For larger scale events, such as Summer Ball, we will provide you with a lanyard which will discreetly identify you as opting out. 

• Right to be informed: Wherever possible, we will notify you prior to an event or activity that photography / filming will be taking place, as well as providing ample signage at events.

Information we may share with other organisations

There are times when we may need to, or would like to, share information with other organisations under strictly controlled conditions. These are listed below. We have stated where sharing is a legal requirement, when you can object to sharing and where we need your permission to share:

The University of York

We may share personal information about you with the University of York (including York Commercial Services, known as YCL) for the following purposes:

• Health and Safety: The legal obligations of each organisation under Health and Safety legislation would justify the sharing of your information if necessary. 

• Academic Representation: Your information such as name and student ID may be shared with the relevant University department to ensure the smooth delivery of the opportunity you are engaged in. The University and bc gaming casino may share personal information about elected representatives on the basis of their legitimate interests in facilitating the University & bc gaming casino Academic Representation System.

• Officer and Academic Representation: The two organisations may share information about candidates standing in Student Leader elections, for the purpose of confirming the good standing of candidates, including current enrolment and no outstanding tuition fees.

• York Sport Centre Membership: Where you provide explicit consent to us following the purchase of Sports Club AU Fees, we will share your name and University ID with York Commercial Services (YCL) in order for them to provide you with any discounted membership options to York Sport facilities.

• Office of Philanthropic Partnerships and Alumni (OPPA): Where you provide explicit consent to us following the purchase of a membership product, we will share the group name and University ID with OPPA in order for them to add your membership to your University of York alumni record. You can revoke this consent at any time using the , which is linked from .

• Employability: You would be asked for your specific consent before your information was shared for this purpose. 

• College Sports Membership: Where you have purchased a College Sport membership, your name, membership details and contact email address will be visible to College administration staff through the Union’s member management Student Dashboard. This is for the purpose of effective communication about your membership, and to enable the college team to share information relating to relevant University Sport services and products, funding, and/or sponsorship opportunities. Relevant surveys may also be shared with you.

• College Elections: Where you nominate yourself in a College election hosted by York Students’ Union, your name and contact email address will be shared with College Managers for the purposes of providing support to you.

between the University of York and the York Students’ Union includes more details on the information shared.

bc gaming casino Advice and Support Service

We collect information about you to assist in your advice case. With your consent, we may use your information to refer you to other organisations for additional specialist support.

We may also make a referral for safeguarding purposes, which could be done on the basis of ‘public interest’, or to protect your (or another person’s) vital interests. 

British Universities and Colleges Sports (BUCS)

We share your information from filled in Team Sheets with BUCS In order for you to compete in BUCS competitions.

Other Students' Unions / Universities

We may share your information from filled in Team Sheets with other Unions or Universities that compete in BUCS in order to facilitate validation of your student status to adhere to BUCS policy. 

Training providers

If you take part in any training activities then we will share your information with training providers in order to generate course attendance lists and certification (if applicable).

Volunteering Organisations

With your consent, we will share your contact information and, if applicable, work experience with volunteering organisations in order to find you opportunities. We may share your contact information with them in order to facilitate communication between you and the organisation to enable you to discuss arrangements and participate in their volunteering activities.

Authorised Activity Providers

We may share your personal information with activity providers who facilitate activities, such as Duke of Edinburgh, in order for them to keep a record of your involvement with them and process your overall award, if applicable. We may also share your emergency contact information for them to use in case of emergency.

Card Payment Providers and Ordering Apps

The Students’ Union does not store any digital sensitive card data on our systems following online transactions. The Union utilises third party ordering app provider Storekit and payment processors Braintree, Worldpay, Bambora, PayPal, SumUp, Adyen & Paypoint to handle these matters. Where physical card receipts are required, they are stored securely as part of the financial regulations and in line with the financial procedures of the organisation.

Event Providers

The Students’ Union may request your permission to share the contents of any incident reports submitted to bc gaming casino where an incident occurred during an external organised event. This will include, but is not limited to, sharing the details of incident reports raised in relation to attendance at events organised by York Parties. bc gaming casino holds a Data Sharing Agreement with York Parties which provides further details (available on request). The incident report form requests your consent to share your data; this consent can be withdrawn at any time.

Other

We use a number of suppliers who process personal information on our behalf. These include suppliers of software services. These act strictly on our instructions and must not use the information for their own purposes.  

Authorities

In exceptional circumstances we may be asked to share your information with police or other investigators if it would prevent or detect crime or safeguard a person’s wellbeing. Each instance will be judged on its own merit and any sharing of information will be done within the law.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

Information processed abroad

Some of our suppliers may run their operations outside the UK Although they may not be subject to the same data protection laws as companies based in the UK, we will make every effort to ensure they provide an adequate level of protection in accordance with UK data protection law.  By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the UK.

Keeping your information up to date

bc gaming casino student information is updated regularly from University systems, and so if you change your name, course or college on University records then this will pull through to bc gaming casino, but please expect there to be a delay of up to one calendar month.

Changing your first name through the Student Dashboard

For both Student and Associate members, it is possible to change your first name yourself on your bc gaming casino student dashboard. You can do this by navigating to the and using the ‘Change First Name’ submission box. This will then be approved by a bc gaming casino administrator, and so the change may take a couple of days to be reflected. 

Although changes to your University and/or bc gaming casino records will update most bc gaming casino records, some records may not be updated. If this occurs, you can contact bc gaming casino at [email protected]. We are working to improve how our IT systems works, so that all student records are updated automatically in future.

How long we keep your information

We will keep your personal data only as long as necessary for the purpose(s) for which it was collected (unless otherwise advised) and in accordance with the Students’ Union’s Data Retention Schedule (available upon request). Data will be kept securely and destroyed when no longer required. The Students’ Union may also decide to archive some data. For more information regarding the retention of your personal data please contact the Data Protection Officer at [email protected].  

How to opt out of Students' Union membership

You may opt out of Students’ Union membership at any time by contacting the Students' Union ([email protected]) or the University ([email protected]).

As a result of ‘opting out’ of membership with the Students’ Union, bc gaming casino will undertake to permanently destroy any personal data provided by the University as soon as is reasonably practicable. bc gaming casino may retain a very limited amount of student data sufficient to allow us to maintain the ‘opt out’.

If you choose to opt out of Students’ Union membership, you will not be able to partake in our membership activities such as societies, sports and volunteering, vote or run in SU, academic or college elections, attend our membership events such as Freshers Week events or Summer Ball, or have contact from the Students’ Union.

How to object or withdraw consent 

If you object to our use of your personal information then we must stop, unless we can demonstrate compelling legitimate grounds for continuing. Please email [email protected] to explain your objection. 

If you have provided your consent for the use of your personal information, then you can withdraw this consent at any time. Consent can be withdrawn by contacting the Data Protection Officer on the above email address, who will consider your request in accordance with data protection laws.

How to register a complaint

If you feel that we have let you down in relation to your information rights, and you wish to lodge a formal complaint, complaints should be made to the Data Protection Officer using the contact details provided below.

You can also make complaints directly to the . The ICO is the independent authority upholding information rights for the UK. Their website is and their telephone helpline number is 0303 123 1113.

How to contact us

If you have queries about your personal information rights then please contact the Data Protection Officer by email at or by post at:

Data Protection Officer
University of York Students’ Union
The Student Centre
James College
Newton Way
York
North Yorkshire
YO10 5DD
United Kingdom

Changes to this statement

We may change this Privacy Statement from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by contacting you directly.