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

From you

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.

Cookies

Our website uses first party cookies; which are small text files placed on your device by the websites that you visit.  They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.  We do not use cookies to collect personal information about you; by using our website you agree that we can place these types of cookies on your device.

See a full list of the cookies and help on managing cookies

Essential cookies

These cookies help our website function

Cookie NetScaler Appliance session cookie
NSC* Purpose
These cookies are set by our Citrix NetScaler appliance and are used to ensure your browsing session remains on the same web server. It is deleted when you close your browser.

Information
www.citrix.com

PHPSESSID Purpose 
This cookie stores a unique ID assigned by the web server. It is used to enable some site functionality to work properly. It is deleted when you close your browser

Information
www.php.net/manual/en/intro.session.php

wc_cart_hash_#
wc_fragments_#
Purpose

Cookie contains information about the cart as a whole and helps WooCommerce know when the cart data changes.

Performance and advertising cookies

Cookie Google Analytics, Google Tag Manager, AdWords and Facebook re-marketing
__ga
__gat
__gid
Purpose

These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the site.

These cookies are also used to track users’ interests and then provide targeted advertising on other websites. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

More information

Google privacy policy
Google analytics
Google analytics terms of service
Google tag manager terms of service
Universal Analytics opt-out browser add-on

collect Purpose

Used to send data to Google Analytics about the visitor’s device and behaviour. Tracks the visitor across devices and marketing channels.

r/collect Purpose

Unclassified

Third party cookies and tracking

If you share content from our website through other websites, for example Facebook or Twitter, cookies or a form of tracking may be used by these services and you need to manage your privacy via your account (and not through our site).

Manage your cookies and privacy

You can also manage your privacy settings, including cookies, through your browser settings.

Further information about cookies can be found on the Information Commissioner’s Office website.

Find out more about the cookies we use and why in our cookie policy.

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.

Marketing

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

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.

Retention periods

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 greatfood@leeds.ac.uk or the University’s Data Protection Officer, Adrian Slater at a.j.slater@adm.leeds.ac.uk.

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.