The Students' Union values the privacy and security of the personal data of our students and staff.
We are bound by the rules prescribed in the General Data Protection Regulations (GDPR) and associated laws along with other best practice.
There are many cloud applications hosted on the internet which help us provide a better service to our members.
However the integrity and security of some providers may not achieve the high standards we require.
Applications APPROVED for use in the SU
| Approved Software |
Used For … |
SU Contact |
| AgentOS |
Lettings Management Software (SUHOMES ONLY) |
Lettings Manager |
| Asana |
To manage your team’s work, projects & tasks |
Marketing, Brand & Comms Manager |
| Box UK |
Secure file sharing, storage and collaboration |
IT Manager |
| BUCS |
To register players participating in BUCS fixtures (Sports) |
Sports Development Manager |
| Computershare |
To administer Childcare Vouchers (HR only) |
N/A |
| Elfster |
Special event management |
PED Team |
| E-Sign |
Electronic Signature App used by Finance & PED |
Finance Manager |
| EventBrite |
Events promotion by the Venues department |
Venues Manager |
| Exchequer |
Accounting Software (Finance only) |
Finance Manager |
| Google Drive |
Must not be used for personal, identifiable info or commercially sensitive data |
IT Manager |
| iTrent |
Payroll & HR Administration |
PED Team |
| Last Pass |
Password Management tool |
IT Manager |
| Mailchimp |
Marketing Automation Platform – used for mass email marketing |
Marketing, Brand & Comms Manager |
| MSL |
Membership Management Software |
IT/Marketing, Brand & Comms Manager/SU Advice Manager |
| Qualtrics |
Survey Tool |
Marketing, Brand & Comms Manager |
| SagePay |
The payment platform used by MSL |
N/A |
| Simplybook.me |
Appointment scheduling software – basic booking system |
IT Manager |
| Slack |
Work-based chat platform |
IT Manager |
| Smartsheet |
Project Management Tool |
IT Manager |
| SumUp |
Payment portal used by Cine10 |
Activities Manager |
| SurveyMonkey |
Survey Tool |
Marketing, Brand & Comms Manager |
| TicketSource |
Web portal for Cine10 bookings |
Activities Manager |
| Trello |
To manage your team’s work, projects & tasks – REBEL ONLY |
Activities Manager |
| Typeform |
Request Form Management only |
Marketing, Brand & Comms Manager |
| Umii |
Friends App |
Engagement Manager |
| Whatsapp |
Messaging Service |
|
| Workable |
Employment opportunity management |
PED Manager |
| Zoom |
Video Conferencing |
IT Manager |
Applications that MAY BE USED with no personal data
Use of online applications and services that have no personally identifiable data uploaded to them may continue to be utilised. Be aware however that many types of data become identifiable when combined with others! Initials on an agenda denoting the speaker combined with University of Essex Students' Union specifically identifies who the person is and thus must not be used anywhere online except from the approved list
New software/application approval
We know that you are the expert in whichever aspect of the Students' Union you work in, that's why we employ you!
If you have found a particular application on the web that is uniquely suited to helping you work smarter let us know. Email pete@essex.ac.uk and explain why you need it, why it fits the purpose so specifically and briefly why the approved software above does not. We'll check the boring legal aspects and create a SU account for you, your coworkers and your successors. If it's that good and could be utilised acrioss the SU we'll do that too and shout about your excellent find to the whole organisation.
There is a New Software Application Assessment Form to complete on the U:\Drive
U:\All SU Staff\GDPR\NEW THIRD PARTY SWARE ASSESSMENTS