myAdvantage Policies

Privacy Notice

Together at Warwick Privacy Notice

The University of Warwick will process your personal data, including data on your attendance at events and activities, for the exclusive purposes of event booking, engagement analysis, and diversity monitoring. Where ethnicity data is collected, it will be used for diversity monitoring purposes to ensure inclusive event planning and participation.

The legal basis for processing your personal data is legitimate interest. We process this data to analyse and research student engagement in events and activities, allowing us to continually improve access, engagement, and the quality of Student Community Experience related activities.

If you do not wish for your personal data to be shared with Student Community Experience, you can update your preferences at: www.warwick.ac.uk/evision Link opens in a new window

You can also choose which marketing communications you wish to receive from Student Community Experience, by clicking on your name within your MyAdvantage account, then selecting Communication settings. For assistance in managing your MyAdvantage settings, please contact together@warwick.ac.ukLink opens in a new window

Your personal data will not be shared or disclosed to any third parties external to the University of Warwick. Your personal data will not be transferred outside of the UK, will be kept securely by the University of Warwick and will be retained in accordance with the University’s Record Retention Schedule: https://warwick.ac.uk/services/idc/recordsmanagementLink opens in a new window

The University of Warwick is the Data Controller of this information and is committed to protecting the rights of individuals in line with Data Protection Legislation. You have the right to access, rectify, or erase your personal data. You also have the right to restrict processing, the right to object, and the right to data portability. If consent is the legal basis for any processing, you have the right to withdraw that consent at any time. To exercise these rights, please contact the Data Protection Officer at infocompliance@warwick.ac.ukLink opens in a new window

Please visit the University’s Data Protection webpages for further information in relation to your rights and how the University processes your personal data: https://warwick.ac.uk/services/legalandcomplianceservices/dataprotectionLink opens in a new window

The University’s Data Protection Officer can be contacted through infocompliance@warwick.ac.ukLink opens in a new window and any requests or complaints should be made in writing to the Data Protection Officer.

Event booking and attendance policy

1. Who can attend events

Events hosted on the Together at Warwick platform can only be booked by University of Warwick students and staff only. Students and staff should bring their University ID card to events. For events which are open to the wider community to attend, this will be stated in the event description.

2. How to book

For bookable events and activities, visit the Together at Warwick booking portal at https://myadvantage.warwick.ac.uk/s/together and sign-up online in advance using your University log-in details.

3. Booking reminders

Do make a note of your booking and the event details in your calendar. You will also receive a reminder email the day before the event, including the full event details.

4.Cancelling your booking

If you cannot attend an event you have booked, please log in to Together at Warwick athttps://myadvantage.warwick.ac.uk/s/togetherand cancel your booking.

5. Arriving and leaving events

Please arrive on time to help everyone make the most of the event. Unless it’s a drop-in event, make sure you have given yourself enough time to attend the whole event.

6. Booking privacy and communication settings

By booking to attend an event, you grant permission to share your name, student ID and course with the event provider. If you wish to hide your name with event providers, this can be done by selecting your name, then Preferences, then Data sharing preferences.

The type of communication you receive from Together at Warwick and event providers can be managed by selecting your name in Together at Warwick, then Communication settings. For more information and assistance on managing your Together at Warwick settings, please contact together@warwick.ac.uk.

You also grant permission for Student Community Experience to share anonymised data on events you have booked and attended with event providers at the University of Warwick. For more information about how your data is used by Student Community Experience, please see the Together at Warwick Privacy Notice.

Event Feedback Survey Prize Draw Terms

All staff and students who complete a Together at Warwick feedback survey for a participating event or activity are eligible to enter into this prize draw, and can opt in at the end of the survey. By opting into the prize draw, you agree to be bound by these terms and conditions.
This prize draw is open to University of Warwick staff and students only.
There is no entry fee and no purchase necessary to enter this competition.
There are three planned prize draws, which will be held on dates as below:
- Monday 30 June. Entries open on 2 April at 00:01 and must be received by Sunday 29 June at 23:59 to be eligible.
  - The winner of this draw has been notified.
- Monday 15 December. Entries open on Monday 30 June at 00:01 and must be received by Sunday 14 December at 23:59 to be eligible.
- Monday 23 March. Entries open on Monday 15 December at 00:01 and must be received by Sunday 22 March at 23:59 to be eligible.
The University accepts no responsibility for any entries that are incomplete, ineligible, corrupted or fail to be submitted by the relevant closing date for any reason. Proof of sending is not proof of receipt. Entries via agents or third parties are invalid.
To enter, entrants must complete a post-event/activity feedback survey following their attendance at a participating event by scanning the QR code supplied at the event, and clicking the invitation link in the email that will be sent to them.
Entrants can attend as many participating events and enter as many times as they like, but will only be eligible for 1 prize per draw.
For each prize draw, one winner will be selected at random from all entrants.
The winner will be notified by email within 14 days of the closing date.
The prize for each winner is £100 Warwick Retail vouchers that can be used at the following participating outlets: Café Gibbet Hill, Café Library, Café Oculus, Café Social, NAIC Café, Red Rocket, Rootes Grocery Store, Spud, Eatwise Test Kitchen, Eatwise Van, Westwood Cafe, District (WBS), Bar Fusion.
The University’s decision is final. No correspondence will be entered into.
Prizes are non-transferable and no alternative will be offered.
Prizes are subject to availability. In the event of unforeseen circumstances, the University reserves the right (a) to substitute alternative prizes of equivalent or greater value and (b) in exceptional circumstances to amend or foreclose the competition without notice. No correspondence will be entered into.
Any personal data relating to the winner and any other competition entrants will be held in accordance with the University Student Privacy Notice for the purposes of administrating this competition in accordance with these terms.
These terms and conditions are governed in accordance with the laws of England and Wales.

Event Promotion Terms

Event organisers agree to follow all applicable procedures and complete due diligence for their events and their promotion on myAdvantage, and that they will abide by any University or legal requirements, including, but not limited to:

Financial processes
Health and safety
Data security
Outdoor events process
External speakers process
Piazza bookings
Room bookings
Community values
Copyright permissions to use all content (text, images, video and audio) uploaded to myAdvantage. Event organisers remain the content owner of any submitted content, and will remain liable for any licencing or permissions required to display copywritten content.

There is a helpful guide for organising an event on the Community Safety webpages, detailing some of these requirements.

For SU-affiliated Clubs and Societies, Event Planning Packs need to have been approved by the SU's Student Activities Team before adding applicable events to myAdvantage.

The Student Community Experience team and the Together at Warwick project take no responsibility for the design, management and operation of events and activities organised by other teams and student groups