Information Services

University Card Service - Privacy Notice

How we manage information about your card, and as you use the card.

What information is gathered?

We use the following personal information derived from Human Resources (Staff), Registry (Students) and Visitor Registration (Official Visitors and Library Members):

  • Surname, Firstname
  • University Username (UUN)
  • Exam Number (where applicable)
  • Staff Number (where applicable)
  • End Date

Our service also gathers the following information directly from you:

  • Photographic image
  • For library membership applications from people outside the University, we also gather Date of Birth with the Photo.

Reasons for data gathering

We collect and store data in order to create your University card and maintain its record. The card is used by several services throughout the University including:

  • Security (Card is the primary form of identification on campus)
  • Door access
  • Library occupancy indicator
  • Library borrowing
  • University sports club 
  • Cashless catering (uPay)
  • IS Cloud Printing

Retention period

All personal records within our card database will be kept for a minimum of 12 months and no longer than 15 months after the account expiration.

Third-parties

An external company may provide support for the card printing hardware. The University requires them, by law, to limit their use of information gathered only to enable them to fix hardware issues with the service.

Legal basis

Staff 

It is necessary for the performance of your contract with us. It is also a contractual requirement for Staff to carry a personal identity card on campus for security purposes.

Student

It is a contractual requirement for Students to carry a personal identity card on campus for security purposes. We also have a legal obligation to check attendance of TIER 4 International students, which is performed using the card. 

Visitors

It is in the University’s legitimate interest to require Official Visitors to carry a personal identity card on campus for security purposes.

Library Members

It is in the University’s legitimate interest to require Library Members to carry a personal identity card on campus for security purposes.

Contact

Card Services - Service Owner:  Barry.Croucher@ed.ac.uk

The general University Privacy Notice is continued at:  edin.ac/privacy