Privacy Notice Use of Taxi Accounts

Your Personal Data 

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to taxi account applications. 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, GUID, university email address, College / School or business area, and contact details (work address, work email address) to administer taxi bookings and review / report on taxi fare expenditure. We will only collect data that we need to provide and oversee this service to you.

Your work email and/or contact telephone number may be used to send you important communications about account use or from Glasgow Taxis.

 Legal Basis for Processing Your Data

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

  • Public task/Official authority – these cover activities undertaken as part of the core functions of the University.
  • Legitimate interests –It is in the interests of both employees and the University to have a secure and efficient taxi account booking process and controls in place

 What We Do With It and Who We Share It With

  • All the personal data you submit is processed by staff at the University of Glasgow in the United Kingdom.
  • Your data will be shared with the University’s contracted taxi account provider Glasgow Taxis. For further information on how Glasgow Taxis may process your data please see their Privacy Notice on the Glasgow Taxis Website
  • Your personal data may be moved to a new taxi account provider as required by the University.  We will inform you in the event of any such change in supplier.
  • Access to your data will be restricted to authorised University Finance Operations team and Glasgow Taxis.
  • Your data will be used to assess and approve your application; provide Glasgow Taxis with your application to obtain their booking platform access as an account administrator.
  • The University Finance Office may download fare level information on a regular basis to review university account use. The information may be shared with the Procurement Team, Heads of Finance, Heads of Schools/Colleges, and Heads of University Services.

 How Long Do We Keep It For?

Your data will be retained by the University for the full duration that you remain responsible for a taxi on account on behalf of the University and thereafter 6 years in line with the Finance retention Policy. After this time, data will be securely deleted.

 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 dp@gla.ac.uk

*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. 

 Complaints

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 dataprotectionofficer@glasgow.ac.uk

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) https://ico.org.uk/