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.
Cookies
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 http://www.aboutcookies.org/ 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.
Full list of cookies and help on managing cookies
Essential cookies
These cookies help our website function
| Cookie | NetScaler Appliance session cookie |
| NSC* | Purpose 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. |
| Information www.citrix.com |
|
| PHPSESSID | Purpose This cookie stores a unique ID assigned by the web server. It is used to enable some site functionality to work properly. It is deleted when you close your browser |
| Information www.php.net/manual/en/intro.session.php |
Cookie Consent
| aviaCookieConsent | Purpose This cookie is used by the Cookie Consent feature used by the site’s WordPress theme and stores the user’s acceptance of the Cookie Consent Policy. |
| Information Stores acceptance of the use of cookies on our site. Expires after 2 months. |
|
| aviaPrivacyGoogleMapsDisabled | Purpose Cookie assigned to remember your Google Maps cookie preference. It will disable Google Maps in the site. |
| Information Expires after 12 months. |
|
| aviaPrivacyGoogleTrackingDisabled | Purpose Cookie assigned to remember your Google Analytics tracking preference. It will block the transfer of personal data to Google but it does not eliminate Google’s cookies. |
| Information Expires after 12 months. |
|
| aviaPrivacyGoogleWebfontsDisabled | Purpose Cookie assigned to remember your Google Webfonts cookie preference. It will block the transfer of personal data when using Google Webfonts. |
| Information Expires after 12 months. |
|
| aviaPrivacyVideoEmbedsDisabled | Purpose Cookie assigned to remember your video embedding preference. It will block the transfer of personal data when playing embedded videos like YouTube or Vimeo. |
| Information Expires after 12 months. |
Performance and advertising cookies
| Cookie | Google Analytics, Google Tag Manager, AdWords |
| __utma __utmb __utmc __utmv __utmz __ga __gat __nid |
Purpose
These cookies are used to collect information about how These cookies are also used to track users’ interests and then |
| More information
Google privacy policy |
|
| YouTube
PREF* |
We embed videos from our YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode. Read more about YouTube’s embedding videos. |
| Twitter
metrics_token |
These cookies are used by Twitter to provide embedded content that is displayed in the site. These are set due to Twitter integration and sharing capabilities for the social media. Read more about Twitter’s use of cookies. |
Other Cookies
| pum-helpdesk | This cookie will prevent the Report Faults popup from triggering on all pages until the cookie expires.
This cookie will expire when the user closed their browser. |
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).
Manage your cookies and privacy
You can 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.
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 M.M.Khan@leeds.ac.uk) or the University’s Data Protection Officer, Adrian Slater at a.j.slater@adm.leeds.ac.uk.
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.
