The Media Stores Privacy Statement
The University of Westminster takes its data protection obligations very seriously. Access to any personal information you give us when registering to be a user of the Media Stores Equipment Loans scheme is subject to a staff confidentiality agreement. Access to your personal information is limited by permissions to only those staff who need access to manage your media equipment loans and related processes in compliance with the General Data Protection Regulation and the Data Protection Act 2018.
This privacy notice explains what we do with your personal information, your rights and how we protect it.
Personal data
All University staff and students can register to use the Media Stores Equipment Loans scheme. When you do so, we will usually collect only the following information from you:
- Your name and your student or staff identification number
- School or staff department
- Your contact information, including email and phone number
- Course of study, year of study, if applicable
In the course of your use of the Media Stores Equipment Loans Scheme, we may collect additionally your:
- Equipment loans
Use of your personal data
If you have registered to use the Media Stores Equipment loans scheme, we hold this information to enable us to process your registration and to permit us to provide you with media equipment loans. We use your personal data to:
- Contact you
- Manage the loan to you of specified media equipment
- Recover the equipment from you at the end of any loan period, including the involvement of a recovery agency if required
- Compile statistics and reports to help manage and improve our operations
Legal basis for processing retention of your data
If you agree to our relevant terms of use, this agreement will form the basis of our processing of your data.
We will also compile aggregate statistics related to the use of the Media Stores from time to time, in order to review and improve our operations. If we share these with colleagues, no individuals will be identifiable.
Personal details related to your loan and return of media equipment will be kept for as long as required for business use, or no longer than six years after your last use of the Media Stores Equipment Loans scheme.
Special category personal data
In most circumstances the Media Stores will not gather or require you to give us any sensitive personal data to register or use the loan scheme.
Staying in touch
We will use your contact details only in relation to the loan and return of media equipment.
We will not use your personal information to send you marketing communications by email or text without your consent.
Profiling and automated decision making
The Media Stores Loan Scheme does not have any automated decision-making processes – that is, decisions made by computer without human intervention – related to the registration and use of our equipment loan scheme.
Data transfers and sharing
None of your personal information is shared by the University with any other third party organisation, other than where this is necessary for the recovery of loaned equipment, or where otherwise allowed by UK law.
Where services involve a third party processing your information, for example our use of a cloud based IT service, such services will be covered by a contract.
Your rights
If you have any questions relating to your personal information and your information rights, including right of access, rectification and erasure, please see the University’s data protection web pages.
Or contact the University Information Compliance Team [email protected].
You can also contact the Information Commissioners’ Office in relation to any concerns or issue you may have with the processing of your personal information.
Last reviewed and updated October 2021