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

  1. 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/ )
     
  2. Data Processor Contract Checklist – Blank (you only need to fill this if the 3rd party software will be used to process personal data)
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