MyGlasgow Students

Your Personal Data

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to recording the use of additional 'pop-up' study spaces and contacting users of these spaces should there be any need to do so for Health & Safety reasons. This privacy notice will explain how the University of Glasgow will process your personal data.

What data do we collect?

The card reader records the subject’s staff or student ID and the location that the card was read.

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance, the legal basis is legitimate interests to record usage patterns and follow Scottish Government and Public Health regulations and guidance in relation to the ongoing global Coronavirus pandemic. The University also has legal obligations to provide a duty of care and safe working environment in line with the Health & Safety at Work Act 1974.

What we do with the data collected?

We are collecting and processing data as outlined in this Privacy Notice as part of the ongoing requirement to identify potential outbreaks of the Covid-19 virus on campus to minimise the transmission of the virus and to alert us to when we may need to seek the advice of the local Health Protection Team for advice on managing any outbreak.

The University will use this information to:

• Understand the levels and patterns of usage of the additional 'pop-up' study spaces so that we can anticipate and advise on demand.
• Identify any risk mitigation measures which may be required to limit the scale of any outbreak.

It is likely, in the event of any outbreak of the virus involving the University community, that the information will also be used by Public Health and Environmental Health to help investigate the outbreak in order to:

• trace the origins of the outbreak and
• identify how the virus is transmitting within the community and beyond.

Who do we share the data with?

The information on the report form will be accessed initially by staff from Information Services who are responsible for the management of the additional study spaces, but may also, where appropriate, be securely shared with the Director of Health Safety & Wellbeing, or their deputy, Head of the Safety & Environmental Protection Service. If you are a student it may be shared with the Executive Director of Student & Academic Services, College Director of Professional Services or an agreed delegate, and senior School / Institute managers to help identify and safeguard other people potentially at risk and to identify and ensure any necessary cleaning protocols are applied in spaces you have visited on campus or as part of University managed activities elsewhere. If you are in University of Glasgow Student Residences it will be shared with the Director of Commercial Operations to enable them to arrange any support you and close contacts may need, as well as suitable cleaning arrangements. In the case of employees it may be necessary to share the information with appropriate colleagues including College Director of Professional Services or their agreed delegate, senior departmental managers and your line manager, to ensure protection of other people who may be close contacts and to identify and arrange cleaning protocols in spaces you have visited on campus or elsewhere as part of your work. HR or the University’s Occupational Health Unit may also be notified, if required, to ensure any necessary support is made available to you.

How long do we keep it for?

The data will be held for as long as Scottish Government, Public Health or Environmental Health advice indicates this to be necessary and this will be linked to the duration of the current global Coronavirus pandemic. The Director of Health, Safety & Wellbeing will review the records every 3 months to determine if the data is still required and arrange for it to be deleted it accordingly once it is no longer required.

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 that we review it for correction. You may also have the right to object to the processing of data.

If you wish to exercise any of these rights, please submit your request via the webform or 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 and the accessibility of the data (i.e. if your own data is impossible to retrieve due to the anonymous nature of the survey).

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/.