How we use your data

Despatch is University of Salford’s system for booking equipment and spaces, reporting problems, and running the desks that lend things out. This notice explains what it holds about you, why, and for how long. University of Salford is responsible for your data.

What we hold

Your name, your email address and your category (such as student or staff).
Card numbers and the ID on your phone, so staff can find you at the desk.
Groups you’re in, inductions you’ve passed and documents you’ve confirmed reading.
Your bookings: what and when, when things went out and came back, and any notes or answers you gave.
Problems you report, with any photos you add.
Notifications we send you, and the devices you’re signed in on (the kind of device and its IP address).
If you make one, a private calendar link for your bookings (we keep only a scrambled copy of it, so we can’t see the link itself).
Late returns, late collections, no-shows, strikes and suspensions under a team’s policy, with staff notes about them.
A record of changes made in the system and who made them.

Why we use it

To provide what you ask for: bookings, loans, inductions and problem reports.
To keep equipment safe and fairly shared: knowing who has what, and applying a team’s published policy when things come back late or bookings aren’t used.
To keep the system secure: sign-in records and the record of changes.

We don’t sell your data or use it for advertising. Suspensions can be applied automatically under a team’s published policy. You’re always told why, and the team’s leaders can review, change or lift them: just ask.

Who can see it

You.
Staff in the teams you use, to run their service.
A small number of administrators, and the system’s supplier when they need to help fix something, under contract.

How long we keep it

Your details are kept until 2 years after you last use your account. Then your name, email address, cards and notifications are removed. Records of what you booked stay without your name, so teams can keep track of their equipment.
We don’t ask you to re-confirm your account each year.
Sign-in codes are deleted after a day.

Your rights

See your data: download everything we hold about you from your Account page, whenever you like.
Put it right: ask the team concerned, or an administrator, to correct anything that’s wrong.
Delete it: delete your account from your Account page once nothing is still going on, such as a booking still to come or something on loan. Records of what you booked stay, without your name.
Object or complain: contact University of Salford’s data protection officer. You can also complain to the Information Commissioner’s Office at ico.org.uk.

Questions

Questions about this notice go to University of Salford’s data protection officer: see University of Salford’s website.