Site documentation

Visitors to our Campus Privacy Notice

1. About this Privacy Notice

This Privacy Notice applies when you physically visit our campus.

Please read this notice alongside our overarching privacy notice.

It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are aware of how and why we are using such information and what your rights are under the data protection legislation.

2. What type of information we collect about you

We will collect information related to you visiting our campus.

We may collect the following personal information:

  • 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, Body worn camera footage, and other information obtained through electronic means such as swipe/identity card records
  • Photographs
  • Information about your use of our information and communications systems
  • Debit or credit card details, your payment card details, bank details and transaction history
  • Company name, company registration number and registered address
  • Make and model of vehicle and vehicle registration number including use of Automatic Number Plate Recognition (ANPR)
  • UK Driver’s Licence

We may also collect some “Special category data”, which includes:

  • Information about your race or ethnicity, religious beliefs for equality, diversity and inclusion monitoring and reporting
  • Information about your health, including any medical condition, health and sickness records, and disability information
  • We may also collect and process information about criminal convictions and offences

Some of your information you are legally or contractually obliged to provide. If you decline to provide the information to us, we may not be able to provide services to you or to meet our legal obligations.

3. Why we use your personal data – and our legal basis for doing so

When we collect or otherwise process your personal data, we need both a purpose (i.e. a reason) and a legal basis. Under the UK General Data Protection Regulation there are several legal bases. We generally rely on the following legal bases when processing your personal data.

3.1 Performance of a contract

If you enter into a contract with us, in order for that to function we need to process certain information about you.

3.3 Legitimate interests

From time to time, we may need to use your personal data to pursue our legitimate interests or those of a third party. We rely on legitimate interests when the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect your personal data which overrides those legitimate interests.

Where we rely on our legitimate interests, we mean our:

  • pursuit of our activities and objectives, or those of a third party;
  • compliance with applicable legal and regulatory obligations and any codes of conduct;
  • improvement and development of our business operations and service offering, or those of a third party; or
  • protection of our services, students, employees and customers, or those of a third party.

Where we rely on our legitimate interests, we have set out those interests in the table below.

4. Where the data we hold comes from

4.1 Visiting our campuses/premises

We collect data directly from you when you visit our campus. You will 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.

4.2 Car parking

We will collect information when you register for parking and creation an account, if you enquire about our parking services through our websites, car park bookings, Parking Charge Notice (PCN) payments and parking permits.

4.3 CCTV and body worn video cameras 

We will collect video and images of you through our CCTV, and Body Worn Video Cameras. To help ensure the health, safety and welfare of both our staff and the University community, University Security and Traffic Officers are equipped with Body Worn Video Cameras.

4.3.1 Why have Body Worn (BWV) Cameras been deployed?

The University of Essex has a responsibility for the Health, Safety and Welfare of its staff. Our officers regularly undertake conflict management training to help equip them with the skills needed to effectively manage confrontational situations.

Body Worn Cameras (BWV) are used by our staff to reduce the risk of verbal and physical aggression towards them. Cameras will only be activated when they consider that they are in a situation where they are, or feel they are likely to be, subjected to verbal or physical abuse. Recordings will not be made routinely, or to capture evidence of parking contraventions.

A Data Protection Impact Assessment (DPIA) was undertaken to consider the impact upon individuals and their privacy, and to consider measures which could be put in place to mitigate any effect on individuals and their privacy. A copy of the assessment can be viewed on request.

4.3.2 When and where will the cameras be used?

The record button on the cameras will only be activated where an officer finds themselves in a confrontational situation where they are subject to, or feel they are likely to be subject to, verbal or physical abuse.

Recordings will not be made of general patrolling duties or to capture evidence of parking contraventions.

The devices will only be used on University land.

The devices will record both Audio and Visual. This is to provide a reliable record of what was said in an incident as it may be used as evidence in an internal or external investigation.

4.3.3 How will I know when recording is taking place?

The cameras are worn overtly on the outside of the Officer’s uniform, normally on the chest or shoulder, and the visual display on the camera will clearly show when recording is taking place. When the record button is first activated, the camera also emits a loud high-pitched sound.

Officers will also advise the member of the public where possible that they have commenced recording when they first activate the device.

The cameras have a “pre-record” function, so that when activated, the camera will record the incident, and preserve the last minute of video before activation. Following activation, data is encrypted on the camera and retained for two months (unless required to respond to a subject access request or for evidential purposes). No other data is retained.

Access to recordings is limited to authorised officers, University management and the police for law enforcement purposes.

5. Who we share your data with

5.1 Sharing information about car parking

Information about you that we collect to fulfil our parking services will be shared with University of Essex enforcement staff, customer services and accounts (name and payment details only), our and other departments or sections across the University of Essex in the provision of our parking services and in fulfilment of the terms and conditions we have in place with you.

We also share information about you with our service providers, FlowPro Ltd, operating as Park Smart, who manage our car parking facilities, deal with payment for some types of parking permit as well as visitors, the processing of our Parking Charge Notices and related web-based services relating to their provision of parking facilities for us.

Please note that our third-party providers are bound by UK privacy law and the terms of the contracts we have with them.

Apart from sharing information about you with FlowPro Ltd, who act as our Data Processors and are subject to both the data protection legislation and contractual obligations to the University, we will not sell or share personal information about you with third parties without your consent unless the law allows us to. We are required by law to pass on some of your personal data to:

  • The DVLA to request details of the registered keeper of the vehicle in order to enforce non-compliance of our car parking Terms and Conditions
  • Third parties such as, POPLA (at your request), and Debt Collection Agencies, Bailiffs and Courts in relation to unpaid Parking Charge Notices
  • Law Enforcement Agencies in circumstances where we have reason to think a criminal act may have been committed

5.2 Sharing information relating to CCTV and Body Worn Video

Authorised University personnel will be able to view the recordings for training and development purposes, to identify areas for improvement when dealing with conflict. Authorised University personnel will also be able to view the recordings to support an internal investigation.

Agencies such as the police will be able to view the recordings for law enforcement purposes, and recorded data may be released to them for evidential purposes for example to support a prosecution.

6. Where we keep your data and how long we keep it for

We have retention schedules that set out how long we keep information of all types, including personal data of visitors.

Information relating to car parking

We keep information about you for two years, which is the legal minimum required by the DVLA. After this point, unless you continue to use our parking services and/or there are legal proceedings pending regarding any suspected criminal activity and/or penalty charges, we will delete any information about you from our systems, that we have collected in associated with the provision of parking services.

Information relating to Body Worn Video Cameras

Recordings would be deleted after two months unless retention is required as part of a Data Subject Access Request (DSAR), or an internal or police investigation, in which case the recording will be retained securely until the investigation or DSAR is completed.

7. Changes to this policy

This privacy notice was published on 15 March 2022. We may change this privacy notice from time to time.

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Get in touch
Data Protection Officer For any enquiries relating to Data Protection or our privacy policy please email us.