PRIVACY POLICY

This statement outlines how Formula Student Team Napier ("we," "us," and "our") handles and processes personal information collected from our members and applicants in connection with our activities and operations. Any updates to this statement will be posted on our official website.

Data Controller

The data controller responsible for your personal information is Formula Student Team Napier, affiliated with Edinburgh Napier University and Edinburgh Napier Students' Association. Our designated data protection contact is the Team Principal, who can be reached via FormulaStudent@napier.ac.uk.

How We Use Your Personal Information

We collect and process your personal information when you apply to join the team. We use your personal information to contact you during your application process to join our team. If you are accepted as a team member, we will use your data for the following additional purposes:

• Maintaining accurate personal details, including your name, photograph, matriculation number, and preferred contact information for effective communication.
• Managing financial records, such as the payment of membership fees.
• Maintaining a formal record of your involvement and activities within our team.
• Conducting research related to our team's activities.
• Handling and resolving complaints.
• Managing alumni relations and fundraising efforts.

Our primary legal basis for processing your personal information is your consent, which you provided when you shared your contact details with us. You can withdraw your consent at any time by contacting us. We retain your personal information only for as long as it is necessary for the stated purposes.

How We Share Your Personal Information

We utilize University IT facilities to store electronic copies of personal information, or other approved methods by Edinburgh Napier Students' Association. We do not share personal information outside of our team and its members.

In certain circumstances, we may be legally required (with or without your consent) to share your personal information with the University, Students' Association, or government agencies (e.g., police, security services, or other statutory authorities with investigatory powers) for specific purposes (e.g., tax, crime, or health and safety). Whenever possible and appropriate, we will notify you in advance of our intention to share such information.

Your Rights

You have the following rights regarding your personal information:

• Access: You can request access to the personal information we hold about you.
• Correction: You can request corrections to any inaccurate personal information we hold.
• Deletion: You can request the deletion of personal information.
• Restriction: You can request restrictions on our processing of your information.
• Objection: You can object to processing or communications.
• Data Portability: You can request an electronic copy of the personal information you provided to us.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact the Team Principal, and/or Edinburgh Napier Students' Association via ENSA@napier.ac.uk.

If you have questions or concerns regarding the use of your personal information, please contact us using the provided details. If you are unsatisfied with our response or believe we are not handling your personal data in accordance with the law, you can file a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk/.