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  • Privacy Policy


    1. Privacy Policy

      Food Fellows App Privacy Policy

      University Of Birmingham

      Food Fellows App Privacy Policy

      Our Contact Details

      Name: University of Birmingham, Food Beverage and Retail
      Address: University of Birmingham, Edgbaston, Birmingham, B15 2TT
      Email: foodfellows@contacts.bham.ac.uk
      Last updated: November 2024

      This Privacy Policy relates to the University of Birmingham’s Food Fellows App Scheme (loyalty, cashless, website and mobile application on Android, iPhone, and Windows Phone) maintained and served by MCR Systems and governs the privacy of its users who choose to use it (the “App”).

      This Privacy Policy outlines the obligations and requirements of the University and users of the App.

      The University may update this Privacy Policy from time to time, so please review this page occasionally to stay informed of any changes.

      Data Protection

      The University is committed to protecting and respecting your privacy in accordance with the UK GDPR and the Data Protection Act 2018. The Food Fellows App is supplied by MCR Systems Ltd., which will process personal data per applicable data protection laws and regulations.

      A Data Processing Addendum (DPA) has been put in place between MCR and The University of Birmingham.

      The Type of Personal Information We Collect

      The University collects the following personal information to administer the App:

      • Forename
      • Surname
      • Email address
      • Date of birth
      • Transaction details (items purchased, date/time, amount, and loyalty usage)

      Additionally, anonymous, aggregate, statistical data may be collected based on App usage.

      How We Use Your Personal Information

      Personal information is used for purposes such as:

      • App registration and administration
      • Notification of rewards and expiration
      • Marketing communications (with opt-in)
      • Responding to queries or complaints
      • Data analytics on anonymized data to improve services

      Information Sharing and Disclosure

      Personal data may be shared with law enforcement as required by legal obligations, for crime detection, or to prevent misuse of the Scheme. Otherwise, personal information will not be disclosed to third parties without your consent.

      Lawful Basis for Processing

      The lawful bases under the GDPR are:

      • Your consent: You can withdraw consent at any time by contacting foodfellows@contacts.bham.ac.uk.
      • Legitimate interest: The University’s interest in administering the App.

      Data Storage and Security

      Data is stored securely on servers hosted by MCR Systems. No data is transferred outside the EEA. Reasonable steps are taken to ensure data security in line with this policy.

      Data Retention and Deletion

      Personal data is retained only as necessary for App purposes, legal, regulatory, tax, and reporting requirements. An active user is defined as one who has:

      • Made a digital transaction within 12 months
      • Received loyalty points within 12 months
      • Maintained a wallet balance within 12 months

      If inactive for 12 months, the account and data may be deleted.

      Your Data Protection Rights

      You have rights under data protection law, including access, rectification, erasure, restriction, objection, and data portability. For requests, email: foodfellows@contacts.bham.ac.uk

      How to Complain

      If you have concerns about personal data use, please contact:

      Food Fellows
      Food Beverage and Retail
      University of Birmingham
      Edgbaston
      Birmingham
      B15 2TT

      You can also complain to the ICO at:

      Information Commissioner’s Office
      Wycliffe House
      Water Lane
      Wilmslow
      Cheshire
      SK9 5AF
      Helpline: 0303 123 1113
      ICO website