Approved Applications

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
Adobe Suite	Multimedia Design	Marketing
AgentOS	Lettings Management Software	Lettings Manager
Asset Tiger	Asset Management	Engagement
Box UK	Secure file sharing, storage and collaboration	IT Manager
BUCS Competition Management Platform	To register players participating in BUCS fixtures (Sports)	Sports
Canva	To design banners and Marketing Materials	Student Activities / Sports / Southend
CCORAL- Country Choice (Nat Law)	SATO Machine at the Mini Store to print barcode labels	Retail
Chrome Remote Desktop	Remote access to EdgePOS PC in the Store by the Vendor	Finance
Dahua	CCTV DVR Operating System for recording CCTV footage in Store, Top Bar and Mini Store	IT Manager
DEMS 360	Subzero Body Worn Camera	Venues
Docusign	Electronic Signature App used by SU Homes	SU Homes
Ecler	SU Bar Speakers Control	Venues
EdgePOS	POS used at The Store	Retail
E-Sign	Electronic Signature App used by Finance & PED	Finance / PED
Exchequer	Accounting Software	Finance
ExpenseIn	Software that clubs and socs used to claim their expenses	Finance
Flickr	Used to upload pictures from events by Marketing and Night Venues Team	Marketing / Night Venues
Gradintelligence (via University)	Uploading student details about their volunteering activities	Student Activities
HikVision	CCTV DVR Operating System for recording CCTV footage	Venues / Night Venues
iTrent (including Moodle)	Used to record work schedules for payroll and personnel management	PED
JotForm	For students to submit their applications to the SU Elections.	Engagement
Karafun	Karaoke service	Venues
Lloyds CBO	Confirmation of Payment	Finance
Microtill	Point of Sales in Bars, Venues & Everything Essex	Retail / Venues
Moodle	Learning Platform	Education / PED
MS Office	Productivity	IT Manager
MS Teams	Communication & Collaboration	IT Manager
MSL	Membership Management Software	Marketing
Notion	Productivity and note taking web app	Marketing
OBS	TeamTalk Virtual Camera Setup	SU IT
Opticon Scanner Software	Used to download data from handheld barcode scanners	SU Advice, Activities Manager
Plann	Social Media Scheduling tool	Marketing
PowerBI	Data Analysis & Reporting	Marketing
Publicate	Marketing Newsletters and Student Membership Reports	Marketing
Qualtrics	Survey Tool	Marketing
Reposit Dashboard	Deposit Management Software	Lettings Manager
SafetyHub	Health and Safety Staff training	Health & Safety Manager
Sagepay	The payment platform used by MSL	Finance
Simplybook.me	Appointment scheduling software	SU Advice
Smartsheet	Project Management Tool	CEO / Deputy CEO
SPAR POS	Retail and Inventory Management	Retail
Sparkbooth	Photo Booth in Subzero	Venues
Tableau	Data Analysis & Reporting	CEO / Deputy CEO
Typeform	Request Form Management only.	Marketing
Whatsapp For Business	Messaging Service	Marketing
Whoistheref	Used to recruit basketball referees for matches	Activities
YesRef	Used to recruit referees for sports matches	Activities
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 suit@essex.ac.uk and include:

why you need it
why it fits the purpose so specifically
briefly why the approved software above does not

We'll check the boring legal aspects and set up a shared SU account for you, your coworkers and your successors. If it's that good and could be utilised across the SU we'll do that too and shout about your excellent find to the whole organisation.

Forms and Documentation

There are New Software Application Assessment Form to complete on the U drive:

U:\All SU Staff\GDPR\NEW THIRD PARTY SWARE ASSESSMENTS\NEW REQUEST

New Third Party Software Application Assessment (compulsory, with the exceptions of software provided by the University of Essex or accessed through the University of Essex Software Hub https://software.essex.ac.uk/ )
Data Processor Contract Checklist – Blank (you only need to fill this if the 3^rd party software will be used to process personal data)