This Privacy Notice applies to visitors to the University and people with whom the University communicates who are not either staff or current students. The University needs to hold and process personal data relating to many people in order to keep proper records, provide advice and guidance to the public and to provide goods and services.
The following are examples of personal data which may be collected, stored and used:
- Personal contact details such as name, date of birth title, addresses, telephone numbers,
and personal email addresses - Marital status
- Gender
- Next of kin and nominated emergency contact information
- Employment records (including employer name, job title and working hours)
- CCTV footage and other information obtained through electronic means such as
swipe/identity card records - Information about your use of our information and communications systems
- Photographs
- Company name, company registration number and registered address
- Vehicle details including car registration number
We may also collect, store and use information about your health or religion should you require us to make reasonable adjustments for you during your time on the University’s premises or to make resources accessible to you.
We collect information directly from you when you visit our campus. You may be asked to register your details at reception. We may also collect information about you that you share with us via email, the post, over the phone or from discussions with you.
We will also collect video and images of you through our CCTV, and Body Worn Video Cameras.
We use your personal information for the following purposes:
- In order to facilitate visits around campus for commercial, community or similar purposes
- For the administration of visitor attendance at specific University events
- To allow contractors to provide services to the University
- In relation to members of the public using University facilities, such as the Library or Sports facilities
- To monitor the use of University ICT systems and ensure compliance with University’s ICT policies
- To ensure the safety and security of the University and for the prevention & detection of crime
The University processes your personal information because it is necessary:
- For performing the contract you have with the University
- For the performance of tasks carried out by the University in the public interest
- For compliance with any legal or regulatory obligation placed upon the University
- For fulfilling the legitimate interests of the University or those of a third party
- To protect the vital interests of the data subject or of another personal (e.g. in cases of medical emergencies)
- Because you have consented to the processing. If we require your consent, we will obtain your consent at the point we collect the data and will tell you how we will use it, why we’re using it and how you can withdraw your consent
We may may share your personal data with third parties where required by law, where it is necessary to fulfil our contract with you or where there is another legitimate interest in doing so
We will only retain your personal information for as long as it is necessary to fulfil the purpose(s) for which it was collected (unless otherwise advised) and in accordance with the University’s records retention schedule.
Data will be kept securely and destroyed when no longer required. The University may also decide to archive some data. For more information regarding the retention of your personal data please contact the Information Compliance team at compliance@lincoln.ac.uk
In some circumstances the University may need to transfer your personal data outside the European Economic Area (EEA). If this is the case the University will make every effort to ensure that there are adequate levels of protection and safeguards in place so that your data is handled appropriately and securely in accordance with data protection laws.
You have a number of rights relating to your personal information. These include:
| Access | You have the right to request a copy of any personal information we hold about you.
If you would like a copy of any of your information, please contact the Information Compliance team on the details below. The team will process your request within a month. |
| Portability | If you have provided information on the basis of your consent or for a contract, then you can request a digital copy so you can send it to another organisation.
To request a copy please contact the Information Compliance team |
| Correction | If any of the information we hold about you is incorrect or incomplete, then please let us know. You have the right to have your information corrected so that we hold accurate records about you. |
| Erasure | This is also known as the right to be forgotten. You can request that your personal information is erased if it is no longer necessary for the University to keep it, or you withdraw consent that you have previously provided, or you object and there is no overriding grounds to keep it or if it is unlawful to continue to keep it. |
| Restriction | You can request that the use of your personal information is limited to storage only and that we use it for no other purpose. This applies where you contest the accuracy of the personal information we hold, or our use of the information is unlawful, or we no longer need the information except in relation to legal claims, or you object to the use of your data and we need to verify whether or not our purpose for keeping it overrides the grounds of your objection. |
How to object or withdraw consent
If you object to our use of your personal information, then we must stop unless we can demonstrate compelling legitimate grounds for continuing. Please contact the Information Compliance team and explain your objection.
If you have provided your consent for the use of your personal information then you can withdraw this consent at any time. Consent can be withdrawn by contacting the Information Compliance team who will consider your request in accordance with data protection laws.
For general enquiries please call 01522 88 2000 or write to University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.You can find contact details for individual teams and staff by visiting https://staff.lincoln.ac.uk
If you have a query about your personal information rights then please contact the Information Compliance team by email on compliance@lincoln.ac.uk
How to complain
If you feel that we have let you down in relation to your information rights, then please contact the Information Compliance team on the details above. You can also make complaints directly to the Information Commissioner’s Office (ICO). The ICO is the independent authority upholding information rights for the UK. Their website is ico.org.uk and their telephone helpline number is 0303 123 1113