Information Services

Main Library Floor Occupancy Indicator - Privacy Notice

This privacy notice explains for this service what personal information the University uses, how we use it, how long we keep it for, and with whom we share it

What the information is used for

Existing information sources are used: the information about you is derived from logs of wifi connections from personal devices – eg smartphone, laptop, tablet - to wifi access points in the Main Library to the University wifi networks. The personally identifiable information is anonymised such that any identifiable data held within the system is rendered unidentifiable prior to analysis both for real-time monitoring and scheduled reporting.

Reason data is gathered and legal basis

We are using information about you because of the legitimate interest of the University to monitor use of the 8 floors of the Main Library, for the purpose primarily of informing library users by way of a near real-time graphical display showing the relative busyness of floors in order to choose where to study: the Main Library is the principal destination for students seeking spaces to study and knowing which floors are more or less busy can assist students in deciding where best to go within the library to find study spaces. Secondarily, for the purpose of informing library managers about patterns of usage that may help with decision-making about future study space provision: the Main Library is the principal study facility for the University, and is subject to continuing financial investment in modifying existing space utilisation to maximise utility, including expanding study space provision where needed.

Data processing

Only fully anonymised University wifi connection data is processed to generate the Main Library floor view of occupancy. The processing of personal data is necessary because wifi access points in the Main Library record personally identifiable data in the logs routinely and this is the data source. Safeguards are in place to protect personal data: personally identifiable data held within the system is encrypted and rendered unidentifiable through the application of a secure crypto-hash and randomly assigned replacement de-identifier mechanism, prior to analysis both for real-time monitoring and scheduled reporting. If a personal device has not been connected to any of the University wifi networks via a wifi access point located in the Main Library within 30 minutes of the current time, then it will not be detected or included in occupancy counting.  The system that performs the data processing has no access to information on what urls or content is being accessed over the wifi, nor personal identity.  The process does not allow filtering of individual data subjects facilitating opt out but instead gathers logs for all users. It is highly desirable to include all student data in order to for overall occupancy levels to be displayed accurately, as the most numerous library user group.  A balancing test has been carried out.

Retention period

We will hold the personal data you provided for us in encrypted form and with personally identifiable data rendered unidentifiable, via the process of de-identification described above, for up to 48 hours before it is deleted.   

Automated decision making

We do not use profiling or automated decision-making processes.

 

Contact

The person responsible for this service can be contacted at: Barry.Croucher@ed.ac.uk

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

If you have any questions, please contact EdHelp https://www.ed.ac.uk/edhelp

 

Additional Privacy Statements

This privacy statement is continued

Continued privacy statement