This Notice explains how we will collect and use your personal data. We are the Data Controller for the personal data that we process about you. Throughout this Notice, “University”, “we”, “our” and “us” refers to the University of Leeds. “You” and “your” refers to those data subjects using Estate Services.

Change in the law

Until 24 May 2018 we shall process your personal data in accordance with the Data Protection Act 1998 (DPA for short). From 25 May 2018 we shall process your personal data in accordance with the General Data Protection Regulations, as incorporated into UK law (GDPR for short).
This Notice complies with the requirements under the DPA and the GDPR.

Where we get your personal data from

From you

From time to time you may be asked to provide personal data to Estate Services in order to monitor the safety and security of the University, its premises, staff, students and visitors. You may also be invited to subscribe to newsletters or other activities regarding Campus Developments. When you are required to provide personal data the uses of this data will be explained at the point of collection.

From the University’s SAP(staff) and BANNER (student) CRM systems

In order to process maintenance requests, the personal data of staff will be retrieved from the University’s SAP system. This data includes name and email address. Student information is retrieved from BANNER in order to create Personal Emergency Evacuation Plans (PEEPS) in our Halls of Residences. This data includes names and addresses of our students.

From external sources

Where there is legitimate interest to do so the University will collect data from you from third parties in order to maintain the safety and security of the University, its premises, staff students and visitors. Our Asset Management team will have access to names of staff, suppliers, consultants or other professional contacts from Up2date in order to assess compliance information.

Automated collection of personal data

As with most other web servers, when you access the Estate Services webpages certain information you provide will automatically be recorded by the University. This will include your IP address, browser type, and information relating to the page you last visited. This information is processed to estimate how much usage of the server is made by different categories of users and, in the event of a breach of security, may be used to aid detection.


Our website uses first party cookies; which are small text files paced on your device by the websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. We do not use cookies to collect personal information about you; by using our website you agree that we can place these types of cookies on your device.

We do not use cookies to collect personal information about you. Should you wish to restrict or block cookies which are set by our website you can do this through your browser settings. The ‘help’ function within your browser or the manual that comes with your device should tell you how. You may also wish to visit which contains comprehensive information on how you can do this on a wide variety of browsers. Please be aware that restricting cookies may impact on the functionality of our website.

Find out more about the cookies we use and why in our cookie policy.

The purposes for which we process your personal data and the legal basis for that processing

The processing of your personal data is necessary for the performance of the contract that you have entered into with the University.
If you do not want your personal data to be used in the manner described, then you will need to terminate your contract with the University of Leeds.

Who might we share your data with?

The information that you provide to the University will be stored securely and access will be restricted to those members of staff who need it. The University will not share your personal data with third parties.

Retention periods

We will hold your personal information on our systems for 12 years.

Your rights as a data subject

You have the right to:

  • access your personal data;
  • request the rectification or deletion of your personal data;
  • request the restriction of the processing of your personal data;
  • object to the processing of your personal data;
  • receive your personal data in a structured, commonly used format and to;
  • complain to the regulator (the Information Commissioner’s Office)

Concerns and contact details

If you have any concerns with regard to the way your personal data is being processed or have a query with regard to this Notice please contact, in the first instance, the Majid Khan at or the University's Data Protection Officer, Adrian Slater at
Our general postal address is University of Leeds, Leeds LS2 9JT, UK.
Our postal address for data protection issues is University of Leeds, Room 11.72 EC Stoner Building, Leeds, LS2 9JT.
Our telephone number is +44 (0)113 2431751.
Our data controller registration number provided by the Information Commissioner's Office is Z553814X.

Page owner: | Updated: 27/06/2012