IT Helpdesk webform

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Privacy notice

Your Personal Data

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to your IT help request submitted via this webform. This privacy notice will explain how The University of Glasgow will process your personal data.

Why we need it

We are collecting your basic personal data such as Name; Email address(es); College/School/Service; Building; Telephone no, GUID, staff number, and any other information you provide in the details of this help request and/or any subsequent related communications. We are doing so in order to process your IT help request. We will only collect data that we need in order to provide and oversee this service to you.

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance, the legal basis is

  • Consent – you have chosen to use this webform to seek assistance and by submitting this enquiry you are consenting to us holding this data for the purposes of your enquiry.
  • Legitimate interests – in the interests of processing your enquiry, it may be need to be referred to another service within the University. In this case, the legal basis is legitimate interests, as it is necessary for us to do this in order to process your enquiry

What we do with it and who we share it with

  • All the personal data you submit is processed by staff of the University of Glasgow. In most cases these staff will be in the United Kingdom but on occasion enquiries may be referred to University of Glasgow staff in our partner organisations, which may be outside the European Economic Area (EEA).
  • The details of your submitted enquiry will be held on a password protected system.

How long do we keep it for

Your data submitted through this webform will normally be retained by University of Glasgow IT Services for a period of 12 months after your help request has been resolved, then securely deleted.

An exception to this may however arise if, in the interests of processing your enquiry, your enquiry is referred to another service within the university, whose retention policies and requirements may differ in relation to the requirements of their service (eg Student Services, Human Resources, etc).

What are your rights?

Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out. 

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability.

Where we have relied upon your consent to process your data, you also have the right to withdraw your consent at any time.

If you wish to exercise any of these rights, please contact


If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO).

By submitting this request, you confirm that you have read the privacy notice above and give your consent to the University processing your personal data for the purposes stated.