GFAL PRIVACY NOTICE
This Notice explains how we will collect and use your personal data.
We are the Data Controller for the personal data that we process about you.
Throughout this Notice, “University”, “we”, “our” and “us” refers to the University of Leeds. The Conference and Events Service at the University of Leeds comprise Great Food at Leeds (GFAL), MEETinLEEDS and Deli(very). In this instance “You” and “your” refers to those data subjects using Great Food at Leeds.
Change in the law
Until 24 May 2018, we shall process your personal data in accordance with the Data Protection Act 1998 (DPA for short). From 25 May 2018 we shall process your personal data in accordance with the General Data Protection Regulations, as incorporated into UK law (GDPR for short).
This Notice complies with the requirements under the DPA and the GDPR.
Changes to this Notice
We shall inform you of any changes to this Notice. Notification will be through the appropriate medium of communication e.g. where our main contact with you is by email we will email you.
Where we get your personal data from
You will be asked to provide personal data when you register as a customer with Great Food at Leeds. You may also be invited to subscribe to newsletters or other activities. When you are required to provide personal data the uses of this data will be explained at the point of collection.
From the University’s Residential Services
In order to allow staff and students to join Meal Plan, the personal data of members will be retrieved from the University’s Residential Services. This data includes: first name, last name, student number, allocated location, allocated room, contract date start, contract date end, email address, date of birth. The data is used to verify your status as a student and is held securely on the University’s network.
From external sources
In order to notify you of news and information from Great Food at Leeds at the University of Leeds, we retrieve data from external sources deemed to have a legitimate interest in our activities. External sources include MCR for Refresh customers and Kinetix and Woocommerce for Deli(very) customers.
Automated collection of personal data
As with most other web servers, when you access the Great Food at Leeds web pages certain information you provide will automatically be recorded by the University. This will include your IP address, browser type, and information relating to the page you last visited. This information is processed to estimate how much usage of the server is made by different categories of users and, in the event of a breach of security, may be used to aid detection.
The purposes for which we process your personal data and the legal basis for that processing
The processing of your personal data is necessary for the performance of the contract that you have entered into with the University in order to process your catering requirements. If you do not want your personal data to be used in the manner described, then you will need to terminate your contract with Great Food at Leeds.
You may be invited to subscribe to newsletters or other activities. When you are required to provide personal data the uses of this data will be explained at the point of collection. Where personal data is requested for marketing purposes you will be given the opportunity to opt-out.
Who might we share your data with?
The information that you provide to the University will be stored securely and access will be restricted to those members of staff who need it. The University will not share your personal data with third parties other than those listed below.
Pure Promoter Ltd
Great Food at Leeds uses an email service provider, Pure Promoter Ltd, in order to communicate with our customers via email. Pure Promoter is given access to/holds the email address which you supply; the ways in which Pure Promoter can use and store your email address is strictly regulated by a data processing agreement.
Kinetic Solutions facilitate the event, catering and accommodation management at the University of Leeds. All data is held on University servers and not by Kinetic Solutions, however Kinetic Solutions will from time to time need access to this data to provide support. This arrangement is covered by a data processing agreement.
MEETinLEEDS & Deli(very)
The Catering, Conference and Event service at the University of Leeds comprise of MEETinLEEDS, Great Food At Leeds & Deli(very). Great Food at Leeds and Deli(very) are the catering arm and access personal data through Kinetic Solutions as it relates to their delivery of your contract with MEETinLEEDS.
We will hold your personal information on our systems as long as you remain a customer of Great Food at Leeds. Once you are no longer a customer we will securely delete your data after six years in line with the University of Leeds retention policy.
Your rights as a data subject
You have the right to:
- access your personal data;
- request the rectification or deletion of your personal data;
- request the restriction of the processing of your personal data;
- object to the processing of your personal data;
- receive your personal data in a structured, commonly used format and to;
- complain to the regulator (the Information Commissioner’s Office).
Concerns and contact details
If you have any concerns with regard to the way your personal data is being processed or have a query with regard to this Notice please contact, in the first instance, the Great Food at Leeds team at firstname.lastname@example.org or the University’s Data Protection Officer, Adrian Slater at email@example.com.
Our general postal address is University of Leeds, Leeds LS2 9JT, UK.
Our postal address for data protection issues is University of Leeds, Room 11.72 EC Stoner Building, Leeds, LS2 9JT.
Our telephone number is +44 (0)113 2431751.
Our data controller registration number provided by the Information Commissioner’s Office is Z553814X.