Data Usage Policy

POSTED BY hertsgg 23rd August 2018 in

This statement explains how the Herts SU Esports Society (“we”, “us” and “our”) handles and uses the personal information we collect about our members for processes relating to our operations and activities.

When changes are made to this statement, we will publish the updated version on our website, email you and notify all users on our Discord server.

The controller for your personal information is the Herts SU Esports Society. The person responsible for data protection within our society is the Chair, who can be contacted at

How we use your personal information

We collect and process your personal information for a number of purposes, including:

Maintaining your personal details (e.g. your name, photograph, membership number, course details, in-game aliases and preferred contact details), including ensuring effective communications with you.

Allowing and tracking your access to our online events.

Keeping financial records (e.g. payment of your membership fees).

Maintaining a formal record of your activities with us.

Undertaking research into our activities.

Managing complaints made to us.

Managing society alumni relations and fundraising.

Managing university entries into third-party events.

Managing society merchandise orders made through the society or through our merchandising partners.

Delivering prizes and merchandise to you upon your request.

Our normal legal basis for processing your personal information is your consent, which you gave at the point you verified your society membership and which you can withdraw at any time, including by resigning your membership and/or verification.

We keep your personal information for the duration of your membership with the society, plus a 12 month period after your society membership ceases.

How we share your personal information

We share some of your personal information with the University and Students’ Union, only where there is a specific need to. For example, to get you access to a lecture theatre after hours for a society event.

We share some of your personal information with the following third-parties, solely for the purposes of managing your participation in university esports events: The National University eSports League, National Student Esports and University Siege League. For example, to confirm your participation status to a tournament organiser like NUEL.

We may share some of your personal information with third-parties other than those listed above. Information will only be shared in this manner when directly in relation to your participation in a society activity that you have explicitly signed up for. For example, we may need to provide a list of names if we go to a LAN like Insomnia as part of a society event.

We may share some of your personal information with our sponsors and partners for the sole purpose of delivering physical or virtual items to you as part of your participation in a society activity. For example, we will give your name and address to the courier if you win a gaming chair at a society event.

We may share some of your personal information with our merchandise partner Raven.GG, for the purpose of managing any society merchandise order you make through the society or Raven.GG website. For example, to confirm spelling or capitalization of in-game aliases.

Your rights

You have the right to access the personal information that we hold about you. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or communications, or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.

If you have questions or concerns about how your personal information is used, please contact us using the above details.

If you remain unhappy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (

Last updated: 25th August 2018