FACILITIES DIRECTORATE PRIVACY 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 Facilities Directorate website.
Change in the law
Until 24 May 2018, we shall process your personal data in accordance with the Data Protection Act 1998 (DPA for short). From 25 May 2018, we shall process your personal data in accordance with the General Data Protection Regulations, as incorporated into UK law (GDPR for short).
This Notice complies with the requirements under the DPA and the GDPR.
Changes to this Notice
We shall inform you of any changes to this Notice by means of this website.
Where we get your personal data from
From you
You will be asked to provide personal data when you report a fault or make an enquiry on our website. When you are required to provide personal data the uses of this data will be explained at the point of collection.
Automated collection of personal data
As with most other web servers, when you access the Facilities Directorate web pages 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.
See a full list of the cookies and help on managing cookies
Essential Cookies
These cookies are required for our website to function.
| Cookie | Information |
|---|---|
| NSC* | NetScaler Appliance session cookie
Purpose Information |
| PHPSESSID | PHP Session Cookie
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 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. Information Duration 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 |
|---|---|
| _ga
_ga_{container_id} |
Purpose
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 Duration 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. Duration 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. Duration 3 months |
| _hjSession_{site_id}
_hjSessionUser_{site_id} |
Purpose
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. Duration 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
Type Analytical Cookie Purpose 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. Information Duration 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.
Find out more about the cookies we use and why in our cookie policy.
The purposes for which we process your personal data and the legal basis for that processing
The processing of your personal data is necessary in order to process helpdesk requests online. Any information you supply will be stored securely by the University of Leeds and handled by Facilities Directorate staff only.
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 any third parties.
Retention periods
We will retain your information on our secure servers for one year, after which we will securely delete your data.
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, fddigital@leeds.ac.uk or the University’s Data Protection Officer, Rebecca Messenger-Clark at r.messenger-clark@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.