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3 min read Policies

Data Retention Policy

This document explains and defines the policy used by the Collective with regards to the storage, sharing, and usage of information provided and/or collected from members of the UNSW Queer Collective by the Collective's executive team.
Data Retention Policy
Photo by Carlos Muza / Unsplash

This document explains and defines the policy used by the Collective with regards to the storage, sharing, and usage of information provided and/or collected from members of the UNSW Queer Collective by the Collective's executive team. It is binding to the Queer Officers, and to any review panel or investigative body.

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This document is to be reviewed and updated by the Queer Officers at least once per term. Please check the Internet Archive to see previous versions.

Initial Collection

All data collection of members of the Collective, including but not limited to registration, event attendance, and information provided in the course of internal grievance processes, must be collected through the current year's Queer Officers. From time to time, the Queer Officers may delegate this right of data collection to other individuals, groups, or organisations, on the condition that the organisation collecting the data is clearly visible on whatever mechanism is being used for said collection.

Registration

Registration data includes the following (note anything with an asterisk is compulsory data):

  • zID*
  • Preferred name*
  • Pronouns*
  • Degree/Program at UNSW*
  • At least 1 method of contact (including email, Facebook, Instagram, or Discord)*
  • Intention of queer space access*
  • Agreement of queer space usage policies*
  • Any other methods of contact
  • Accessibility requirements

All of this data is retained by the UNSW Queer Officers. Unless outlined in this document, this data must not be shared with anyone without the consent of the individual(s) whose data is being shared.

All Queer Collective members reserve the right to have the Queer Officers remove their data from their records. This must be requested via email to [email protected], and must be complied with within 2 weeks of the UNSW term.

Queer Space Access

In the case that a student requests access to the UNSW Queer Space, they implicitly agree for their zID (and no other data about them) to be shared with UNSW Estate Management.

ESTATE MANAGEMENT DOES NOT HAVE ACCESS TO ANY DATA ABOUT YOU, EXCEPT THE FOLLOWING:

  • Your zID (which we are providing)
  • Which rooms/buildings you have swipe-card access to
  • Whether you are undergraduate, postgraduate, or staff
  • Your controlling school (School of Engineering, ADA, Medicine, etc.)

Except in cases of a Conduct And Integrity investigation, they are not able to see when you enter the Queer Space.

Elections

For the purpose of the annual Queer Officer elections, your zID is shared with Arc's Executive Officer, for the purpose of ensuring that only members of the Collective vote. In the event that you wish for this not to be shared, please contact the Queer Officers via the methods listed at the end of this document at least 14 days before the election, and alternative voting arrangements will be made for you.

Conduct and Integrity Investigations

In the case that a Conduct and Integrity (or any other academic or legislative) investigation is opened against you, the Queer Officers are required to provide your zID, as well as your entries to the Queer Space and attendance at events to the Conduct and Integrity Office on their request. You will be informed via your UNSW email ([email protected]) should this occur.

Other Provisional Cases

In the case that your data is to be used for anything not included in this document, a request for consent will be sent to you prior to said data being used. The request will include the purpose and nature of the usage, who (if anyone) it is being shared with, and what data is being used/shared. You retain the right to opt out of these cases at any time, and "I do not wish for my data to be shared/used" will be considered the default in all cases unless outlined in this document.

Data Removal, Redaction, and Updating

In the case that you wish for your data to be removed, redacted, or updated, please contact the Queer Officers via email with the change you wish to be made. The Queer Officers should be expected to comply with your request within 2 weeks of the UNSW term.

Upon graduation, please contact the Queer Officers to remove your data from the Collective's records.

Contact information

Published by:

UNSW Queer Officers

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