Privacy Notice for University Business Travel Bookings

Your Personal Data 

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to all University business travel booking submissions. This privacy notice will explain how The University of Glasgow will process your personal data.

Why We Need It

We will use your basic personal data such as your first name, last name, GUID, University email address, and the College and School you belong to (if applicable) in order to facilitate business travel bookings with the University’s appointed Travel Management provider, Selective Travel Management.

Legal Basis for Processing Your Data

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

  • Legitimate interests – To enable the University’s Travel Management provider to arrange and book all University business travel requirements

What We Do With It and Who We Share It With

  • Your personal data is processed by staff at the University of Glasgow in the United Kingdom
  • Your data will be shared with the University’s appointed Travel Management provider, Selective Travel Management.
  • Selective Travel Management will be Data Processor of your data supplied to them by the University, and Data Controller of any data you as a traveller, or your travel booker, provide to them.  Please see Selective Travel’s Privacy Selective GDPR Policies for information on how they process your personal data as Data Controller. Please note, access to this is through you GUID sign on.

How Long Do We Keep It For?

We only keep personal data for as long as is reasonably necessary for the purposes set out in this Privacy Notice.

Your data will be retained for travel booking purposes for as long as you remain an active user of the travel booking system.  Inactive accounts will be deleted after two years of inactivity.

What Are Your Rights?*

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.

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

*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. 


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.

Our Data Protection Officer can be contacted at

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)