Privacy Notice for the PPE Room Booking Interface

Your Personal Data

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to the PPE Room Booking Interface, which is used to manage room bookings into the PPE labs or offices. This privacy notice will explain how the University of Glasgow will process your personal data.

Why we need it

We are collecting your basic personal data including name, e-mail address, contact details and project affiliation(s), in order to maintain a list of people who are eligible to work in the PPE labs or offices at a given time, and to enable this information to be associated to individual room bookings. We only collect data that we need in order to provide and oversee this booking service to you and to assign bookings to individual projects.

What we do with it and who we share it with

All the personal data you submit is processed by staff at the University of Glasgow in Scotland, UK. Your name and project affiliation(s) will be held in a Database hosted by the University of Glasgow, and appear on the list of bookings which is published on the Internet and available globally.

How long do we keep it for

Your data will be retained by the University for as long as the access to the PPE rooms has to be restricted or monitored. After this time, data will be securely deleted.

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance, the legal basis is consent. You provide your consent when you agree to have your name, e-mail address, contact details and project affiliation(s) added to the Database.

What are your rights?*

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability.

Where we have relied upon your consent to process your data, you also have the right to withdraw your consent at any time. If you wish to exercise any of these rights, please contact

*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out.


If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter.

Our Data Protection Officer can be contacted at If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO)