Heriot-Watt University Malaysian Society Privacy Statement

Last Revised:


Heriot-Watt University Malaysian Students Society (“we”, “our” or “us”) promises to respect any personal data you share with us, or that we get from other organisations and keep it safe.  We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.


Developing a better understanding of our members through your personal data allows us make better decisions, communicate more efficiently and help us have a positive impact.

Where we collect information about you from

We collect information in the following ways:

When you give it to us DIRECTLY

You will give us your information when you join the society. You may give us more information when you attend events or other activities we organise. When you give us this information we take responsibility for looking after it.

When you give it to us INDIRECTLY

Your information may be shared with us by independent organisations that our society may work with. These independent third parties will only do so when you have indicated that you have given consent to share this data with us. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

When you give permission to OTHER ORGANISATIONS to share

We may combine information you provide to us with information available from external sources in order to gain a better understanding of our members to improve our communication methods, products and services.


For example, depending upon your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services. Check your privacy settings on these platforms.

What personal data we collect and how we use it

The type and quantity of information we collect and how we use it depends on why you are providing it.

Our Members

When you join the society, you will be asked to provide the following information:

  • List each piece of personal data recorded e.g. Name, Email, Mobile etc

Name, Email, Mobile, Course of study, Year of study

In addition when attending an event, we may ask for additional information such as:

  • List each piece of personal data recorded e.g. date of birth, emergency contacts etc

Name, Email, Mobile

We will mainly use your data to:

  • Administer your membership

  • Keep a record of your relationship with us

  • Ensure we know how you prefer to be contacted

  • Understand how we can improve our society


Include the following if it applies:

  • Register your membership with United Kingdom and Eire (Ireland) Council of Malaysian Society (UKEC) where relevant details of which can be found www.ukeconline.com

How we keep your data safe and who has access

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and contractors.

We disclose your information to key supporters with whom we hold. These supporters are named below:

Supporter: Heriot-Watt University Student Union
Purpose: Affiliating Body
Address: Student Union, Riccarton, Edinburgh, EH14 4AS

Supporter: United Kingdom and Eire (Ireland) Council of Malaysian Society (UKEC)
Purpose: Affliating Body
Address: 30-34, Queensborough Terrace, London, W2 3ST, United Kingdom

Some of our supporters run their operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.


We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.


Marketing & Communications Preferences

Membership Communications

As a member we believe you have a legitimate interest in hearing from us about the products and services we offer, what we’re doing to represent you and opportunities that might be of interest to you. Occasionally, we may include information from partner organisations, our own social enterprises or organisations who support us in these communications.


Direct Marketing

As a society we need to fundraise to provide the services we offer. We send marketing material on behalf of our concessions to our members where you have told us that we can. We do not sell or share personal details to third parties for the purposes of marketing.

Controlling what you want to hear about

If you don’t want to hear from us about certain things, that’s fine. Just let us know when you provide your data or contact us on hwmysoc@gmail.com and we will remove you from our contact lists where we can.

Keeping your information up to date

We mostly use the information you provide us when you join the society. We really appreciate it if you let us know if your contact details change.

Understanding the detail of our data security measures

When we process your data we will have already carefully assessed the lawful justification for doing so, the parameters in which the data is processed, the length of time the data is held for, the secure storage of your data and undertaken impact assessments to ensure your rights are delivered.


Society Office Bearers with access to your data must first attend training provided by the Student Union on Data Protection and Information Security. The society will also uphold the requirements of the Student Union Data Protection Policy.

Your right to know what data we hold about you, make changes or ask us to stop using your data

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your membership or registering you for an event) we will do so.  Contact us on hwmysoc@gmail.com if you have any concerns.


You have a right to ask for a copy of the information we hold about you.  If there are any discrepancies in the information we provide, please let us know and we will correct them.


If you want access to your information, please send a request in writing to hwmysoc@gmail.com. You will be required to provide proof of your identity in person before your information will be provided to make sure we only provide personal data to the right person.


If you have any questions please send these to hwmysoc@gmail.com, and for further information see the Information Commissioner’s guidance here.

Changes to this statement

We may change this Privacy Statement from time to time.  If we make any significant changes in the way we treat your personal information we will contact you directly.


If you have any questions, comments or suggestions, please let us know by contacting hwmysoc@gmail.com.


G   Constitution

Below is the basic constitution every society agrees to upon affiliation. This year, we would like you to have a thorough look at the constitution and amend it to suit your society. Examples of amendments may be inclusion of a set membership fee, defining roles on committee or any ‘unwritten’ rules your society abides by but aren’t already in your constitution. Please remember that you cannot control who stands in committee elections; every society member has a right to be elected to a committee.

The Activities Team will review the amendments and contact you if anything needs to be changed.

Bold Text indicates a compulsory clause, beyond that you can personalise the Constitution to match your particular Society aims.

Article 1 – General

1.1 There shall exist a Heriot-Watt University Malaysian Students Society, hereafter referred to as “HMS”.

1.2 The aims of the Society shall be:

We aim to support our members by organising regular events and activities that will help them settle in and become accustomed to their new environment and university experience


1.3 The Society shall be bound by the Constitution and Bye Laws of Heriot-Watt University Student Union.  The Committee members will have read and understood Section 10 of the Bye Laws and willingly adhere to these conditions of Affiliation.  Failure to do so may lead to the Society being disaffiliated by the Union.

Article 2 – Membership

2.1 Ordinary membership of the Society is open to all matriculated Heriot-Watt University students, regardless of age, gender, disability, race and/or sexual orientation. Associate membership is open to any person not eligible for ordinary membership; honorary membership can be conferred on any person who has made a major contribution in the furtherance of the aims of the Society.   Associate and Honorary membership is at the discretion of the Society’s Committee; such membership may be challenged at a General Meeting.

2.2 Ordinary and Associate Members shall pay an annual subscription, the amount of which shall be set at a General Meeting.

2.3 The number of Associate Members shall not exceed one quarter of the total membership of the Society.


Article 3 – The Committee of Office Bearers

3.1 The Committee shall consist of at least three Office Bearers – one of whom will be the Treasurer.  Further Office Bearer roles may be decided at a General Meeting.

3.2 The Treasurer shall be responsible for maintaining the accounts and funds of the Society in a satisfactory manner and shall submit budgets and accounts as required by the Student Union.

3.3 Office Bearers will be elected by Ordinary Members.  Voting in elections shall be by a method agreed on at a General Meeting by the majority of individuals present.


Article 4 – General Meetings

4.1 General Meetings shall be called at the request of the Committee or on receipt of a written request by no less than 10 Ordinary Members of the Society.

4.2 An Annual General Meeting shall be called at least once per academic year.

4.3 Ten days notice for all General Meetings shall be provided in writing by the Committee to all members of the Society.

4.4 The quorum for a General Meeting shall not be less than 1/8th of the Ordinary membership of the Society.

4.5 All Ordinary Members will be entitled to speak, vote and stand for election at a General Meeting.  Associate and Honorary Members will have speaking rights only. Unless otherwise specified the General Meetings shall have full authority over affairs of the Society.


Article 5 – Finance

5.1 All monies and assets of the Society will remain the property of the Student Union.

5.2 The Student Union retains the right to repossess any asset of the Society if the Society has violated any of the regulations laid out by the Constitution and Bye Laws of the Student Union.

5.3 All Society funds must be held in a legitimate bank account with the exclusion of Petty Cash.

5.4 Under no circumstances will any member of the Society use any of the Society’s assets, money or material for personal or private use.


Article 6 – Dissolution of the Society

6.1 The Society shall be dissolved by a resolution passed by a 2/3rd majority at a General Meeting, or by failing to satisfy the conditions for affiliation to the Student Union.

6.2 In the event of a Society being dissolved, all assets, finances and material shall revert to the control of the Student Union.


Article 7 – Amendments to the Constitution

7.1 Any proposed amendments to the Society’s Constitution must be ratified by a 2/3rd majority vote of Ordinary Members at a General Meeting.

7.2 Any amendments to the Constitution must be signed off by the Societies Convenor before taking effect.


Article 8 – Data Protection

8.1           The Society will ensure its compliance with the General Data Protection Regulations to ensure data of Members and Officers is held in accordance to the principles required, and individual’s rights under GDPR are upheld at all times.

8.2           The Society will ensure all data is held securely using relevant passwords and encryption where appropriate. Data will only be used / shared for the purposes originally outlined to the individual.

8.3           The Society will clearly outline if personal data is shared with a third party (such as sponsors or national groups) before an individual provides personal information.