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We at the Politics, International Relations and Policy Society (OU PIPS), a student-led society affiliated with the Open University Students Association (Open SU), are committed to protecting your personal data and respecting your privacy. We have set out below the uses to which we will put the information that we have about you in the delivery of the services, and the legal basis for this, as well as introducing the rights that you have over the way that we use your information. By joining the Society, you are agreeing that you have read and understood the Society’s data processing detailed by this Privacy Policy.

For the purposes of the General Data Protection Regulation (GDPR) and any subsequent UK legislation covering data protection, we the Politics, International Relations and Policy Society are the Data Controller (the entity which processes your data). All queries relating to this policy and/or data protection more generally should be referred to the President of the OU PIPS by emailing gdpr@oupips.org.uk.

What information we may collect

We may collect and process the following personal data:

Name, email address and telephone number

Membership status, student status, degree of study (if student) and event attendance

Your location (for event planning)

Dietary requirements or accessibility needs (if relevant to events)

Photos or videos taken at society events held both in-person and online (with consent)

How we use your data

We may use your data to:

Manage society membership and communications

Organize and promote events

Maintain attendance records

Share updates via email or social media

Ensure accessibility and inclusivity at events

Legal basis for processing

We process your data based on:

You have given consent to this. You may withdraw consent to these uses at any time either by using the opt-out option (where applicable), by emailing us at gdpr@oupips.org.uk, but this will not affect the lawfulness of processing of your Data prior to your withdrawal of consent being received and actioned.

For most of the Society’s processing of personal data for the purposes set out above, we will rely on the fact that it is necessary for the Society’s legitimate interest, or for your legitimate interest. Given that you will have made the application to become a member and would anticipate receiving the benefits of becoming a member, we would presume that there is no prejudice to you in carrying out these purposes. However, if you would like further information on how we have established the legitimate interest, please contact gdpr@oupips.org.uk.

Compliance with legal obligations including safeguarding.

Embedded content from other websites

Suggested text: Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Data sharing

We retain your data only as long as necessary:

Membership data: for the duration of your membership

Event data: up to 12 months after the event

Photos/videos: until you request removal or until no longer relevant

Newsletter

If you subscribe to our newsletter and at any time you wish to stop receiving this or any other information you may have requested from us, please email gdpr@oupips.org.uk.

Cookies

In addition to the information which you give us, information and data may be automatically collected throughout the use of cookies on the society’s website. Cookies are small text files that websites can use to recognise repeat users and allow us to observe behaviour and compile anonymous data to help us improve our website. Cookies also allow us to count the number of unique and return visitors to our website and tell us which pages you have viewed. Some of our associated organisations may themselves use cookies on their own websites. We have no access to, or control of these cookies.

If you do not wish to receive cookies from us or any other website, you can turn them off on your web browser. Please follow your browser provider’s instructions to do this. We cannot accept liability for any malfunctioning of your PC or its installed web browser because of any attempt to turn off cookies.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org, www.allaboutcookies.or or www.civikuk/cookie-control/browswer-settings.

Your Rights

Under UK GDPR, you have the right to:

Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us by emailing us via gdpr@oupips.org.uk.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow, SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Amendments to this policy

We may occasionally change this policy. We will let you know if we make any substantial changes and you will be able to view the updated privacy policy notice on the Society’s website.

Effective date: 9 November 2025
Last updated: 9 November 2025

Please confirm that you agree to our privacy policy

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Purpose

This Code of Conduct outlines the expectations for all members of the Open University Politics, International Relations and Policy Society (OU PIPS). Our aim is to foster a community that is respectful, inclusive and intellectually vibrant where ideas can be explored, challenged, and debated constructively.

Political neutrality

While individual members may hold strong views, the society itself does not and will not endorse any specific political parties.

Events and speakers will reflect a diversity of perspectives over time.

Engagement

All members and guests will be treated with dignity and respect, regardless of their background, identity, or political beliefs.

We will welcome intellectual diversity and listen to others, responding thoughtfully, even when we disagree, recognising disagreement as an integral part of political discourse.

Personal attacks, inflammatory language, or dismissive behaviour will not be tolerated. It is acceptable to challenge ideas but not individuals.

Confidentiality and safety

The privacy of members should be respected, especially during sensitive discussions.

Personal information or private conversations should not be shared without consent unless it is required to comply with university policies such as the Open University Safeguarding Policy.

Any harassment or misconduct within the society should be reported to the President (info@oupip.org.uk) promptly. In addition, you should consider whether it is appropriate to follow the reporting procedures outlined in the Open University Dignity and Respect Policy.

Diversity, equality and inclusion

We will treat members and guests equally, irrespective of any protected characteristics they may identify with that are protected under the Equalities Act 2010.

We will aim to ensure that events and discussions are accessible and welcoming to all, making reasonable adjustments for members and guests with disabilities or other access needs where this is possible.

Responsibilities of Committee Members

Committee members will uphold and enforce this Code of Conduct impartially.

They will facilitate inclusive discussions and mediate conflicts when necessary.

They will lead by example by promoting respectful and rigorous debate.

Breaches of this Code

Violations of this Code may result in:

Informal warnings or mediated discussions

Temporary suspension from events

Removal from the society in serious or repeated cases

Open University and Open Student Union Codes

All members are reminded that students and staff are expected to abide by the Open University Student Charter and nothing in this policy will negate the responsibility of individuals to comply with the OU policy.

Effective date: 08 December 2025
Last updated: 08 December 2025

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