Visitors to our Campus Privacy Notice

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

We have various legal obligations that we need to comply with, and we may need to collect, use, or share your personal information as part of that. We have set out our reasons for using your personal information in the table below.

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.

We do not routinely rely on consent to process your personal data. If we wish to rely on your consent to process your personal data, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

We rely on the legal basis of explicit consent for the purposes of:

• Considering any relevant medical history (if applicable to an application for a permit or challenge, representation or appeal to a Parking Charge Notice (PCN))
• Providing you any additional support you may require if you have a disability or health condition.

Where we are relying on consent to process your personal data, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. You have the right to object to our use of your personal data at any time. Please see the Data Rights section of our Privacy Hub for a summary of your right to object and the details of who to contact if you want to exercise them.

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.

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.

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.

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

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.