Space Management and Timetabling

Privacy Notice for Timetabling Accessibility Requirements Process

Updated: February 2025

Your Personal Data

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to Timetabling Requirements Gathering Processes (Staff Accessibility). 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 such as your name and email, and your rooming requirements, which is informed, where relevant, by limited special categories data such as disability or other health data in order to allow for individual accessibility requirements to be accounted for in the allocation of centrally managed spaces as far as reasonably practicable, through the Timetabling Accessibility Requirements Process. We will only collect the data we need to provide and oversee this service to you.

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance, the legal bases are:

‘Compliance with Legal Obligations – we process certain personal data as it is necessary to carry out our obligations under the Equality Act 2010. By collecting information about your rooming requirements related to disability status or other relevant health data the Timetabling Accessibility Requirements Process is better able to accommodate staff accessibility requirements through ensuring access to appropriate rooms as far as reasonably practicable.’

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 the United Kingdom.

In addition:

• All decision making in relation to timetable requirements gathering and staff accessibility in terms of space management and rooming is usually conducted via one-to-one meetings with the Space Management and Timetabling Team (SMTT). Any agreements and/or adjustments to be implemented shall be recorded, monitored, and reviewed annually.
• No special categories data such as disability or other health data will be recorded or retained following the one-to-one meetings.
• All personal data held will be access restricted, accessible by only designated persons within SMTT responsible for processing timetabling staff accessibility requirements.

How long do we keep it for?

Your data will be retained by the University only for as long as necessary to fulfil the purpose for which it was collected. For Timetabling Requirements Gathering Processes, this means your data will be retained for up to 24 months from the date on which you confirm/re-confirm your requirements for centrally-managed spaces: this timeframe relates to the year in which the data is collected and processed OR re-confirmed and processed, plus the following year during which those requirements are implemented and monitored. After this period, your data will be securely deleted. Email communications will be retained for the period of the timetabling cycle in which they originated and securely deleted at the end of that cycle.

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 submit your request via the webform or contact dp@gla.ac.uk.

 

*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.

Complaints

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 dataprotectionofficer@glasgow.ac.uk.

 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) https://ico.org.uk/.