Information Management

Data protection

The Data Protection Act 1998 gives people the right to know what information is held about them, and require the University to ensure that personal information relating to living individuals is handled properly, held in confidence and is protected from inappropriate disclosure to third parties.  The Information commissioner can impose fines of up to £500,000 on organisations for breaching the Act and serious breaches may also see individuals involved being prosecuted.  

Data Protection at the University of Surrey

The University of Surrey holds and processes information about many different types of people such as its current, past or prospective employees, applicants, students and alumni.  It also processes personal information for a variety of reasons.  The University may also be required by law to collect and use certain types of personal information to comply with statutory requirements.

More information on how the University collects and uses personal information can be found in the Notification made to the Information Commissioner's Office or in the relevant Privacy Notice.  

Everyone who collects and manages personal information at the University of Surrey must do so in a way that complies with the University's Policy on Data Protection and with the 8 principles of the Data Protection Act 1998.

Advice and guidance on aspects of data protection is available from the Information Compliance Unit.  Please email us with any questions you may have.

Subject access requests 

Under the Data Protection Act 1998 you have the right to ask the University whether it holds your personal information and to see a copy of that information.  This process is called a Subject Access Request.  

If you would like to make a Subject Access Request to access copies of data held about you, please print off and complete the Subject Access Request form above. 

Completed forms should be sent to the following address:

Information Compliance Unit
Old Estates Building
University of Surrey
Guildford 
Surrey
GU2 7XH

The University will not process any request until it has received a cheque for £10 and proof of identity, such as a photocopy of a drivers licence.  

We can only release copies of personal data to the data subject (the person who the data is about).  We will not release it to any third parties unless we have the written consent of the data subject. 

Minor day-to-day requests for information and corrections can be taken up with your department or the Registry.  You are able to check and amend some data through the student records system

Cookies

In common with most websites, the University of Surrey site makes use of cookies, which are small text files stored on your computer.

We use the information stored in these files primarily to help us understand how people use our sites and to enable us to make improvements.

In some instances, such as our online store, cookies are used to help us provide a service, such as ensuring that we can keep track of items that have been added to the shopping basket.

We also use third-party services such as YouTube for video, as well as Facebook ‘like’ buttons and Twitter ‘tweet this’ buttons. These services often store their own cookies.

We do not use cookies to store personal information, nor do we use them to identify individuals.

Cookies we use

Usage tracking

We use Google Analytics, SessionCam and other web analytics tools across all of our websites to help us analyse how our sites are being used. Google Analytics provides information such as how many users have visited a certain page, how long they stayed on the page, whether they were first-time or repeat visitors, what type of browsers are used and much more besides. None of this information enables us to identify individuals, and no sensitive information is stored.

The table below shows typical cookies used on our websites.

Cookie name Purpose
__utma Used to determine unique visitors by Google Analytics
__utmb Used to maintain session for Google Analytics
__utmc Used to maintain session for Google Analytics
__utmz Used by Google Analytics to track referrals and search engine results
__utmv Used by Google Analytics to track custom variables

Forever Surrey, our Alumni website

The Forever Surrey website – www.surrey.ac.uk/alumni - uses some cookies to provide essential functions such as remembering whether users are logged in.

Online store

Our online store – store.surrey.ac.uk – uses cookies to store which items are in the shopping basket.

Social bookmarking and sharing

We like to provide users with the opportunity to bookmark or share interesting content that they find on our websites. We do this using third-party tools such as AddThis (the world’s largest content sharing platform), Facebook and Twitter. All of these services make use of cookies in order to provide their functionality.

AddThis

The AddThis social bookmarking service uses the following cookies: uid, uvc, uit, psc, di, dt, uid, uit, psc, siteaud, ana_svc, Coyote-2-a0f0083.

Facebook

The Facebook Like button uses the following cookies: datr, lu, locale.

Twitter

The Twitter Tweet This button uses the following cookies: guest_id, twll, __utma, __utmb, __utmz, k, external_referer, js

TweetMeme

On our blogs – we use the TweetMeme service, which allows users to tweet articles and displays how many times an article has been tweeted. This service uses the cookie: user_unique_ident

YouTube Video

We make extensive use of YouTube to provide video content via our website. YouTube uses the following cookies: VISITOR_INFO1_LIVE, use_hitbox, PREF, VISITOR_INFO1_LIVE, demographics, HSID, SSID, LOGIN_INFO, SID, watched_video_id_list_4GNn_.

For more information on cookies, visit the Information Commissioner's office.