This privacy notice explains how the University uses personal data in connection with the University's Accounting Clinic. The Accounting Clinic is a pro bono service for charities delivered by the School of Finance and Digital Economy in the Faculty of Business and Law.
This notice applies to representatives of charities engaging with the Accounting Clinic and to other individuals whose personal data may be contained in records provided to the Clinic.
What personal data do we process?
If you are a representative of a charity engaging with the Accounting Clinic, we may process:
- your name;
- your job title, role or position at the charity;
- your email address and other contact details you provide;
- information about your activities on behalf of the charity which is relevant to the Clinic's examination of its accounts. This information may also be contained in notes of client meetings and client-specific seminars and workshops made by students working at the clinic (please note that these meetings, seminars and workshops will not be recorded);
- information contained in your Declaration of Interest Form;
- the client engagement letter you sign on behalf of the charity; and
- correspondence and other information you provide during your engagement with the Clinic.
The Clinic may also process personal data about trustees, employees and other individuals associated with the charity where this is contained in accounting records or other documents supplied by the charity for examination. Depending on the records provided, this may include names, roles, contact details and financial or transactional information relating to identifiable individuals.
This information will normally be obtained from the charity engaging the Accounting Clinic rather than directly from the individuals concerned.
Why do we use your personal information?
We process personal data where necessary to administer and deliver the Accounting Clinic's services, including:
- communicating with the charity and its representatives;
- undertaking the agreed examination of the charity's accounts;
- managing declarations of interest and potential conflicts;
- administering and supervising the Clinic's work; and
- maintaining appropriate records of the engagement.
We process this data on the basis that it is necessary for our legitimate interests in operating the Accounting Clinic and providing its services to participating charities.
If you make a complaint about the Accounting Clinic, we will process information contained in your complaint and associated correspondence and records. We do this where necessary for our legitimate interests in investigating and resolving complaints and improving the services provided by the Clinic.
Who will have access to your data?
Personal data will only be accessible to authorised University staff and students who require access for the purposes of delivering, supervising or administering the Accounting Clinic.
In certain circumstances the University may share your personal data with third parties, with or without prior notification, but will only do so in compliance with its legal obligations.
The University will ensure that it has adequate data sharing or contractual agreements in place before any transfers with external parties take place. We will not sell your personal data to third parties under any circumstances or permit any third parties to sell the data we have shared with them.
The University will not transfer your personal data outside the UK.
Storage and retention
Your personal data will be stored on secure University systems, with access restricted to authorised users.
Personal data processed in connection with an engagement with the Accounting Clinic will be retained for six years after the end of the financial year in which the engagement ends and will then be securely destroyed unless there is a legal basis for keeping it for longer.
If you make a complaint, personal data processed in relation to your complaint will be retained for six years after the last action on the case unless there is a legal basis for keeping it for longer.
Your rights
Data protection law gives you a number of rights in relation to your personal data. Depending on the circumstances, these may include the right to:
- access your personal data;
- have inaccurate or incomplete data corrected;
- request deletion of your personal data;
- request restriction of the way your personal data is used; and
- object to the processing of your personal data.
As we rely on legitimate interests for the processing described in this notice, you have the right to object to our processing in certain circumstances. If you object, we will consider your particular circumstances and whether we have compelling legitimate grounds to continue the processing.
You may exercise your data subject rights by making a Data Subject Rights Request to the University’s Data Protection Officer at dataprotectionofficer@roehampton.ac.uk. Further information about your rights is available on the University's Data Protection pages.
Other information
The University will publish any changes we make to this privacy notice on the website and will notify you by other communication channels where appropriate.
Roehampton University is registered with the Information Commission and acts as data controller for the personal data outlined in this notice.
You can make a complaint relating to the processing of your personal data by emailing the University's Data Protection Officer at dataprotectionofficer@roehampton.ac.uk.
You may also make a complaint about the University's handling of your personal data to the Information Commission and can do so at http://ico.org.uk/concerns/.