Privacy notice for visitors and contractors

1. Introduction

1.1 This notice is for all contractors and visitors who work and visit the University of West London (UWL). It explains the purposes for which we hold information about you (your personal data).

1.2 From 25 May 2018, your data will be held in accordance with the General Data Protection Regulation (GDPR).

1.3 UWL is registered as a Data Controller with the Information Commissioner. The University Secretary and Chief Compliance Officer is the Data Protection Officer. If you wish to obtain further information about the University's registration, it can be viewed on the ICO website (University registration number: Z4666761).

1.4 All data is held and processed in line with the University’s Data Protection Policy which can be accessed via the policies and regulations page.

2. What data does the University collect and why?

2.1 Access control system – If you are issued with an ID card we will collect the following information:

• Contractors – Company name, your name and address, contact telephone number, and in certain circumstances a passport size photograph and security notes (special instructions and access restrictions) and times swiped in and out of the building.
• Visitors – Name, Company name and address, contact telephone number and in certain circumstances a passport size photograph and security notes (special instructions and access restrictions) and times swiped in and out of the building.

The collected data will be used for recording and controlling access into the university campus and security.

2.2 CCTV - Will take images of people around the campus.

Closed Circuit Television (CCTV) is installed at strategic locations to provide a safe and secure learning environment in all buildings as a part of the University’s commitment to community safety, security and crime prevention.

2.3 Car parking registration and permit application

We will collect and retain your personal data when you apply for a University car parking permit or register your vehicle details with our Facilities Helpdesk/Security for parking purposes.

We will collect your name, telephone number, and vehicle details including registration number, staff/student ID card number and bank card details (via UWL Finance Online payment platform). 3 We use the data you provide to ensure effective visitor, contractor and car park management, Health and Safety compliance (orderly entry and exiting to and from the car parks and buildings) and inventory management.

We advise of applicable fees and issue the appropriate parking permits using information you provide us.

2.4 Visitors register

We maintain a register of visitors which includes visitors, contractors, and external hire participants. For this register we will collect and keep your personal data such as names, company/institution details, telephone number, vehicle registration details and student ID number (SCONUL visitors ONLY). This information is collected for health and safety and security purposes.

We will collect and retain your personal data when you visit our campuses in the following ways:

• Visitors registers at various entrance receptions
• External Contractors register
• External Hire register
• Key and Equipment issued register
• SCONUL library visitors register
• Children on University Premises form.

For local residents’ members of UWL Library, the following valid forms of ID will be collected as part of the library visitor membership registration process:

• Passport
• Drivers licence
• National ID card
• Bank or credit card
• Freedom photo card
• Forces ID card
• Police/customs/home office warrant card.

For visitors with children, we will also collect the date of birth, address and names of parent/guardian/carer.

2.5 Accidents and incidents reporting

The University will collect personal data from the injured party or person suffering from ill health, such as name, address, age, next of kin, and details of the incident to include any relevant medical history. The data is collected as University has a legal duty to document workplace incidents/accidents and to report certain types of accidents, injuries and dangerous occurrences arising out of its work activity to the relevant enforcing authority.

Incidents and accidents will be investigated to establish what lessons can be learned to prevent such incidents/accidents reoccurring including introduction of additional safeguards, procedures, information instruction and training, or any combination of these. Monitoring is undertaken but on an anonymised basis. The information is also retained in the event of any claims for damages.

3. Additional notices and guidance/policies

We also have some additional notices, guidelines and policies with further useful information about the way in which we process your personal data:

3.1 The University’s Data Protection Code of Practice –This contains a lot of useful general information on data protection and University practices. Please visit the privacy and data protection page for more information.

3.2 Children on University Premises – A set of general principle designed to protect children and which apply to all children on campus who are not registered on a University undergraduate or FE. Please visit the privacy and data protection page for more information.

3.3 The CCTV Policy – Find out more information on how we use CCTV system fairly within regulatory guidelines and law to strike an appropriate balance between the personal privacy of individuals using the campuses/buildings and the objective of recording incidents for safety and security. Please visit the privacy and data protection page for more information.

4. Legal basis for processing

The legal basis for processing is as set out below under each area:

5. Disclosures

The University would only disclose information from the access control system, CCTV or visitors register which is required to detect or prevent crime. This is usually on receipt of a Police issued personal data request form, required under Police Investigations Section 29(3) of DPA 1998. There are instances such as prevention of threat to life or serious injuries, where personal information may be provided without a signed police DPA form.

6. Retention periods

Your data will be retained as set out in the University’s Records Retention Schedule: please visit the privacy and data protection page.

7. Your rights

Under the GDPR you have a right to request a copy of your personal data held by the University. The University is required to fulfil this request within 20 working days. You also have the right to:

• Withdraw consent where that is the legal basis of our processing;
• Rectify inaccuracies in personal data that we hold about you;
• Request to remove some personal data we hold about you restrict the processing in certain ways;
• Object to certain processing of your personal data by us.

Please visit the ICO website for further information on the above rights. You may also contact the Data Protection Officer for further information (university.secretary@uwl.ac.uk).

You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. Please visit the ICO website for further information.