Estates and Facilities privacy notice

Please also note the separate car parking privacy notice for users of car parks on campus.

Purpose of this Notice

This Notice explains how we will collect and use your personal data.
We are the Data Controller for the personal data that we process about you.
Throughout this Notice, “University”, “we”, “our” and “us” refers to the University of Leeds.  “You” and “your” refers to those data subjects using the University car parks.

Where does the University get your personal data from?

From you

From time to time you may be asked to provide personal data to Estate Services in order to monitor the safety and security of the University, its premises, staff, students and visitors. You may also be invited to subscribe to newsletters or other activities regarding Campus Developments. When you are required to provide personal data the uses of this data will be explained at the point of collection.

From the University’s SAP (staff) and BANNER (student) CRM systems

In order to process maintenance requests, the personal data of staff will be retrieved from the University’s SAP system. This data includes name and email address. Student information is retrieved from BANNER in order to create Personal Emergency Evacuation Plans (PEEPS) in our Halls of Residences. This data includes names and addresses of our students.

From external sources

Where there is legitimate interest to do so the University will collect data from you from third parties in order to maintain the safety and security of the University, its premises, staff students and visitors. Our Asset Management team will have access to names of staff, suppliers, consultants or other professional contacts from Up2date in order to assess compliance information. 

The purposes for which we process your personal data and the legal basis for that processing

The processing of your personal data is necessary for the performance of the contract that you have entered into with the University.

If you do not want your personal data to be used in the manner described, then you will need to terminate your contract with the University of Leeds.

Automated collection of personal data

As with most other web servers, when you access the Estates and Facilities webpages certain information you provide will automatically be recorded by the University. This will include your IP address, browser type, and information relating to the page you last visited. This information is processed to estimate how much usage of the server is made by different categories of users and, in the event of a breach of security, may be used to aid detection.


Our website uses first-party cookies; which are small text files placed on your device by the websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. We do not use cookies to collect personal information about you; by using our website you agree that we can place these types of cookies on your device.

We do not use cookies to collect personal information about you. Should you wish to restrict or block cookies which are set by our website you can do this through your browser settings. The ‘help’ function within your browser or the manual that comes with your device should tell you how. You may also wish to visit which contains comprehensive information on how you can do this on a wide variety of browsers. Please be aware that restricting cookies may impact on the functionality of our website.

Essential Cookies

These cookies are required for our website to function.

Cookie Information
NSC* NetScaler Appliance session cookie

These cookies are set by our Citrix NetScaler appliance and are used to ensure your browsing session remains on the same web server. It is deleted when you close your browser.


PHPSESSID PHP Session Cookie


This cookie stores a unique ID assigned by the web server. It is used to enable some site functionality to work properly. It is native to PHP and enables websites to store serialised state data. It is used to establish a user session and to pass state data via a temporary cookie, which is commonly referred to as a session cookie.



It is deleted when you close your browser.

Analytics Cookies

These cookies are used to track website visitors and their user behaviour. This data is then used to improve how the website works which can result to more effective user experience.

Cookie Information



These cookies are installed by Google Analytics. They are used to calculate visitor, session, campaign data and keep track of site usage for site’s analytics report. The cookie store information anonymously and assign a randomly generated number to identify unique visitors.

More information

Google privacy policy
Google analytics
Google analytics terms of service
Google tag manager terms of service
Universal Analytics opt-out browser add-on


2 years

NID Purpose

Registers a unique ID that identifies a returning user’s device. The ID is used for targeted ads.

_gcl_au Purpose

This cookie is used by Google Analytics to understand user interaction with the website. It is used by Google Tag Manager to track and store conversions.


3 months

_fbp Purpose

This cookie is set by Facebook to deliver advertisement when the are on Facebook or a digital platform powered by Facebook advertising after visiting the website.


3 months




A cookie that holds the current session data. This cookie makes sure that subsequent requests within the session window will be attributed to the same Hotjar session.


30 minutes

Third party cookies and tracking

If you share content from our website through other websites, for example Facebook or Twitter, cookies or a form of tracking may be used by these services and you need to manage your privacy via your account (and not through our site).

Cookie Information
__cf_bm Cloudflare Bot Management


Analytical Cookie


Cloudflare’s bot products identify and mitigate automated traffic to protect your site from bad bots. Cloudflare places this cookie on end-user devices that access customer sites protected by Bot Management or Bot Fight Mode. This cookie is necessary for these bot solutions to function properly.

Cloudflare Cookies


1 day

Manage your cookies and privacy

You can also manage your privacy settings, including cookies, through your browser settings.

Further information about cookies can be found on the Information Commissioner’s Office website.

Who might we share your data with?

The information that you provide to the University will be stored securely and access will be restricted to those members of staff who need it. The University will not share your personal data with third parties other than those listed below.

Pure Promoter Ltd

Estates and Facilities use an email service provider, Pure Promoter Ltd, in order to communicate with our customers via email. Pure Promoter is given access to/holds the email address which you supply; the ways in which Pure Promoter can use and store your email address is strictly regulated by a data processing agreement.

Campaign Monitor

Estates and Facilities use an email service provider, Campaign Monitor, in order to communicate with our customers via email. Campaign Monitor is given access to/holds the email address which you supply; the ways in which Campaign Monitor can use and store your email address is strictly regulated by a data processing agreement.

Retention periods

We will hold your personal information on our systems for 12 years.

Your rights as a data subject

You have the right to:

  • access your personal data;
  • request the rectification or deletion of your personal data;
  • request the restriction of the processing of your personal data;
  • object to the processing of your personal data;
  • receive your personal data in a structured, commonly used format and to;
  • complain to the regulator (the Information Commissioner’s Office).

Concerns and contact details

If you have any concerns with regard to the way your personal data is being processed or have a query with regard to this Notice please contact, in the first instance, the Support Services Manager (Majid Khan at or the University’s Data Protection Officer, Rebecca Messenger-Clark at

Our general postal address is University of Leeds, Leeds LS2 9JT, UK.

Our postal address for data protection issues is University of Leeds, Room 11.72 EC Stoner Building, Leeds, LS2 9JT.

Our telephone number is +44 (0)113 2431751.

Our data controller registration number provided by the Information Commissioner’s Office is Z553814X.