Information Services

Privacy notice: print, copy, scan

How we handle data that is gathered when using this service.

What is gathered

The Service gathers this information:

  • your username
  • the name of the document, if it has one
  • the number of pages
  • whether documents are black and white, or colour
  • the location, date, time and cost of any printouts  you make

Retention period

As the document name may include personally identifiable information, it will be deleted after a rolling period of 28 days. Other parts of the data are retained:

  • students: for a rolling 2 year period
  • staff/visitors: for a rolling 2 year period

The reason data is gathered

The information gathered is to enable your use of devices for printing, scanning and copying and to enable the University to monitor usage quantities, for service planning, service charging  and service development.

Third parties

An external company provides support  for this service. This company only has access to this data when working on-site to fix some kinds of issues with the service and when accompanied by a member of University staff. In the course of this work, they may see the data, but they do not take copies.

Legal Basis

For  members of staff, the legal basis for this information is under the contract you have as an employee. For students the legal basis is "performance of a task carried in the public interest " in the exercise of official duty of The University:  your teaching, learning or research.

Automated decision-making

Other than automated deletion of file names, and deletion after the rention period, this service does not use profiling or automated decision-making processes in relation to you.


The person responsible for this service can be contacted at:

Personal Print, Copy and Scan, Service Owner, Information Services:

The general University Privacy Statement is continued at