Privacy Policy

1. Introduction

Welcome to HertSU (Hertfordshire Student Union). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Personal Information

We collect the following personal information:

• Full name
• Email address
• Phone number
• Student ID
• Profile picture (optional)
• Committee memberships

2.2 Event and Activity Data

• Event registrations and attendance
• Membership benefits usage
• Committee participation records

2.3 Technical Information

• IP address and device information
• Browser type and version
• Operating system
• Usage analytics

3. How We Use Your Information

We use the collected information for:

• Providing and maintaining our services
• Managing event registrations and attendance
• Sending notifications and important updates
• Generating ID cards and membership benefits
• Improving our services and user experience
• Ensuring security and preventing unauthorized access
• Complying with legal obligations

4. Data Storage and Security

4.1 Storage

Your data is stored securely using Google Firebase and Cloud Firestore with industry-standard encryption for data transmission and storage.

4.2 Security Measures

• End-to-end encryption for sensitive data
• Secure authentication
• Regular security audits
• Access control and audit logs

4.3 Data Retention

We retain your personal information for as long as you are an active member or as required for legitimate business and compliance purposes.

5. Data Sharing

5.1 Third-Party Services

We use the following third-party services:

• Google Firebase (authentication and database)
• Cloud Storage (for media and documents)
• Email service providers

5.2 Legal Requirements

We may disclose your information if required by law or to protect the rights and safety of HertSU, our users, or the public.

6. Your Rights

You have the right to:

• Access a copy of your personal data
• Correct inaccurate information
• Request deletion of your data
• Object to certain data processing
• Request data portability
• Withdraw consent

To exercise these rights, please contact us at the email address below.

7. Cookies

We use cookies to enhance your experience. This includes session cookies, preference cookies, and analytics cookies. You can control cookies through your browser settings.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated date. Please review periodically.

9. Contact Us

If you have questions about this Privacy Policy, please contact us: