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Privacy policy and cookies information – University of Reading

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Privacy policy and cookies information

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This Privacy Notice explains the nature of the personal information that the University collects through our websites. It also explains how your data is used and informs you of your rights under data protection laws.

The University and the Henley Business School are Data Controller (We or Us) in respect of the information that We process about you. Our contact details are The University of Reading University of Reading, Whiteknights, PO Box 217, Reading, Berkshire, RG6 6AH, United Kingdom. Tel: +44 (0) 118 987 5123.

Your privacy is important to Us, so if there is anything in this privacy notice that is unclear or you do not understand, please contact Our Data Protection Officer at: imps@reading.ac.uk.

Data we collect about you

We operate a number of different websites and pages that support and enhance engagement with Us and our services, both for the benefit of students and other visitors. Some of those websites or webpages may be specific to a certain department, subsidiary or specific activities conducted across Our campuses- and may have additional information about how they collect and use personal data for their specific purposes. We encourage you to read those carefully in addition to this more general notice.

Information that We collect directly from you

We ask you for a range of personal information when you complete our online forms or applications for specific purposes: We collect personal data in order to:

- Communicate with you about events and activities at the University

- Provide you with information you have requested

- To provide you with services, to managing bookings, and administer event requirements

- To manage our websites and troubleshoot any problems

- To track the effectiveness of our websites and monitor how users interact with them

We will collect information about you if you place an order with Us for a product or service, such as a prospectus, booking a place at a conference or event or subscribing to a newsletter.

Automatic Data Collection

We collect personal information about website (s) usage through cookies (see the section on Cookies, Google Analytics and third party cookies below) and server logs, which track the IP addresses of users visiting our site and the pages they visit.

Information collected via the University's server logs includes users' IP addresses and the web pages visited; this will be used to manage the web system and troubleshoot problems.

The University also uses Google Analytics, a web analytics service provided by Google, Inc. ("Google") to understand how visitors engage with our website and so We can improve it. See the section on Google Analytics below.

Cookies

Cookies are text files placed on your computer to help us analyse how users use our site. A cookie is a small data file able to track the online movements of an individual. This information could potentially be used to build an online profile of individuals and uniquely locate them in the world.

For further information on cookies visit www.allaboutcookies.org or www.aboutcookies.org.

If you prefer not to receive cookies while browsing our website, you can set your browser to refuse cookies that are stored on your computer; the above websites tell you how to do this. You do not need to have cookies turned on to use or navigate through most parts of our website, although some functionality may be lost.

Cookies

Our website uses session cookies to ensure that you have a good experience. These cookies contain a unique number, your 'session ID', which allows our server to recognise your computer and 'remember' what you've done on the site. The benefits of this are:

You only need to log in once if you're navigating secure areas of the site

You are able to use interactive elements of the site, such as forms

Our server can distinguish between your computer and other users, so you can see the information that you have requested. 

The following table gives details of the different types of cookies that might be used during a session.

Type of cookie

Cookie name

How long does it stay on my computer? 

What is it for?

What information does it contain?

ASP cookies

Name begins with ASPSESSIONID

Until you close your browser

Automatically set when visiting any pages running on the ASP platform - essential for the running of web sites using ASP.

This cookie contains a randomly generated number - your session ID

ASP.NET cookies

ASP.NET_SessionID

Until you close your browser

Essential for some interactive features of the University website such as online forms. It is only put on your computer when you use one of these features.

Automatically set when visiting any pages running on the ASP platform - essential for the running of web sites using ASP.

This cookie contains a randomly generated number - your session ID

ASP.NET cookie  AspNet.Cookies Until you close your browser Only used when logging in. Added to the website only after using login forms for My Prospectus, Applicant or Student. This holds the single sign on token received from UoR through OpenID
ASP.NET Cookie cookiebar  1 year since created Automatically set after reading the Cookie Policy.  Stores the data when it was created.

ASP.NET framework cookie

ASP.NET_SessionID

Until you close your browser

Automatically set when visiting any pages running on the ASP.NET platform - essential for the running of web sites using ASP.NET.

This cookie contains a randomly generated number - your session ID

Sitecore Cookie  SC_ANALYTICS_GLOBAL_COOKIE 10 years after browser closes Identifies repeated visits from a single user. These cookies store anonymous data on your visit to the website.
Sitecore Cookie   SC_ANALYTICS_GLOBAL_SESSION_COOKIE 

Until you close your browser

 
Identifies a sequence of requests from a single user. These cookies store anonymous data on your visit to the website.
Sitecore Cookie   mysite#lang 

Until you close your browser

Stores the current site language. Used when switching the site content to a different language. Current language code.

Java Server Pages (JSP)

JSESSIONID

Until you close your browser

Automatically set when visiting any pages running on the JSP platform - essential for the running of web sites using JSP.

This cookie contains a randomly generated number - your session ID

PHP cookies

PHPSESSID

Until you close your browser

Automatically set when visiting any pages running on the PHP platform -essential for the running of web sites using PHP such as our blogs at blogs.reading.ac.uk.

This cookie contains a randomly generated number - your session ID

X-CMS-Server cookie

ROUTEID

Until you close your browser

This is given to a user on the first request to a CMS server via the load balancer; it is required to ensure that subsequent request are always forwarded to the same frontend CMS server to maintain sessions.

The cookie will have the value of either .cms1 or .cms2.

We know that a lot of visitors to our website use social networking tools, so we have tried to make it easy for you to share our content using these services. We use a button provided by ShareThis to enable this functionality and this button places its own cookies on your machine. We also pull through content from social networks into our own pages, such as embedded Twitter feeds. The social networks, such as Facebook and Twitter, may themselves also put cookies on your machine. We have little control over these 'third party' cookies, so we suggest that you check the respective privacy policies for these external services to help you understand what data these organisations hold about you and what they do with it. For instance, the Facebook Data Use Policy and the Twitter privacy policy give further information about those services.

The following table gives details of some of the third party cookies that can be used and gives links to the appropriate privacy policies for them.

Cookie type

Cookie name

How long does it stay on my computer?

What is it for?

What information does it contain?

Add To Any

uvc

One day

What is it for: Automatically set when visiting webpage displaying a "add to any" link (social media share link). The cookie is set and used by https://static.addtoany.com.

This cookie stores an integer.

__utma to __utmz From one day to indefinite time

Automatically set when visiting webpage displaying a "add to any" link (social media share link). The cookie is set and used by https://static.addtoany.com.

Internal parameters and URL of the page visited.

campus-directory

campus_directory_wp_session

One day

Automatically set when visiting webpage displaying a staff directory. The cookie is used to remember a session ID.

This cookie stores the session ID

Facebook

datr, lu, s, locale, c_user, xs

For two years from when it is set

Allows our pages to be shared and liked on Facebook. Facebook may use these cookies to track how you use the internet across different websites. You can find out more about how Facebook uses your personal data on their Facebook Data Use Policy pages

Data on how you use the internet, which might be linked to your Facebook username

Google+

PREF

For two years from when it is set

Allows you to "+1" our content via the Google+ social network. Google may use this cookie to collect other data about your use of the web. You can find out more about how Google uses your personal data on the http://www.google.com/intl/en/privacypolicy.html

Data on how you use the internet, which might be linked to your Google username

Hotjar cookie _hjClosedSurveyInvites For one year

This cookie is set once a visitor interacts with a Survey invitation modal popup. It is used to ensure that the same invite does not re-appear if it has already been shown

Hotjar cookie _hjDonePolls For one year

This cookie is set once a visitor completes a poll using the Feedback Poll widget. It is used to ensure that the same poll does not re-appear if it has already been filled in. 

Hotjar cookie _hjDoneTestersWidgets For one year

This cookie is set once a visitor submits their information in the Recruit User Testers widget. It is used to ensure that the same form does not re-appear if it has already been filled in. 

Hotjar cooke _hjIncludedInSample For one year This session cookie is set to let Hotjar know whether that visitor is included in the sample which is used to generate funnels. 
 
Hotjar cookie _hjMinimizedPolls For one year This cookie is set once a visitor minimizes a Feedback Poll widget. It is used to ensure that the widget stays minimizes when the visitor navigates through your site.   
Hotjar cookie _hjMinimizedTestersWidgets For one year This cookie is set once a visitor minimizes a Recruit User Testers widget. It is used to ensure that the widget stays minimizes when the visitor navigates through your site.   
Hotjar cookie _hjShownFeedbackMessage For one year This cookie is set when a visitor minimizes or completes Incoming Feedback. This is done so that the Incoming Feedback will load as minimized immediately if they navigate to another page where it is set to show. 
 

Share This

_stid

For one year from when it is set

Enables of use of Share This toolbars for sharing web pages on various social networking services.

Data on how you use the internet, which may be linked to your Share This username

_uset For eight hours from when it is set

For more information on how Share This uses your personal data, please see the ShareThis Privacy Policy.

Twitter

pid

For two years from when it is set

Enables use of "Tweet This" buttons allowing you to share a web page via Twitter. Twitter may use these cookies to collect other data about your use of the web. To find out more about how Twitter uses your personal data please see the Twitter privacy policy pages.

Data on how you use the internet

original_referer

When you close your browser

k

For one week from when it is set

js

For 30 days from when it is set

external_referer

For one day from when it is set

WordPress

'comment' followed by one of the following suffixes

_author

_author_email

_author_url

For one year from when they are set

We use the WordPress platform for our blogs. When you comment on a blog post, WordPress will put some cookies on your machine that record the information you type in when you leave your comment. This means that you don't have to retype your details if you want to leave another comment.

Remembers your details when you comment on blogs hosted at blogs.reading.ac.uk. For more information please see the WordPress Cookies page.

Google Analytics

We use Google Analytics to help us to understand how you make use of our content and work out how we can make things better. These cookies follow your progress through our website, collecting data on where you have come from, which pages you visit, and how long you spend on the site. This data is then stored by Google in order to create reports. These cookies do not store your personal data.

The information generated by the cookie about your use of the website, including your IP address, may be transmitted to and stored by Google on servers in the United States. Google may use this information for the purpose of evaluating your use of the website, compiling reports on website activity for us and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google.

The Google website contains further information about Analytics and a copy of Google's privacy policy pages.

Other parts of the University's website also store cookies on your computer to track user traffic patterns. We do this to see how the website is used, to determine page popularity, to help security and for general statistical purposes. Some of this information may be held on servers in locations outside the EEA. Where personally identifying information is involved, data will only be held in locations that are deemed to have adequate protections for personal data.

Legal basis for processing your personal information

Where you provide personal information in order for us to contact you or provide you with services, such as subscribing to a newsletter or joining a mailing list this will be with your consent.

Where We use your information to manage our websites and troubleshoot any problems, or to track the effectiveness of our websites and monitor how users interact with them this will be on the basis of our legitimate interests.

who we may share your data with

The University will not sell, license or trade your personal information without your consent. We will not share your personal information with others unless they are acting under our instructions or We are required to do so by law.

retention of your data

We will retain your data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. Where you have requested to be added to marketing or mailing lists your details will be retained until you choose to unsubscribe to those communications. We may contact you from time to time to check that you are still happy to receive those communications.

To determine the appropriate retention period for personal data, We consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which We process your personal data and whether We can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances We may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case We may use this information indefinitely without further notice to you.

how we protect your data

Your personal information is stored securely within the University and our staff are trained about the secure handling of personal information. We may also use third party providers to deliver our services, such as externally hosted software or cloud providers. Were we do this, We have measures and terms in place with those providers to ensure that they also protect your data.

keeping your information up to date

The accuracy of your information is important to us. You can update your information, including your address and contact details, at any time. If you need update the details We hold about you, or believe We hold inaccurate data please contact the relevant department or the Data Protection Officer.

your rights

Under data protection law you have the right to:

  • Withdraw your consent where that is the legal basis of our processing
  • Access your personal data that We process
  • Rectify inaccuracies in personal data that We hold about you
  • Be erased, that is your details to be removed from systems that We use to process your personal data
  • Restrict the processing in certain ways
  • Obtain a copy of your data in a commonly used electronic form; and
  • Object to certain processing of your personal data by us

Please see the ICO website for further information on the above rights:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, We may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, We may refuse to comply with your request in these circumstances.

More information on making a request under your rights can be found here.

If you would like to exercise your rights, or have any concerns regarding how We have handled your personal information please contact our Data Protection Office at imps@reading.ac.uk

Some rights are dependent on the lawful basis for processing your information. If We have legitimate grounds to not carry out your wishes, these will be explained to you in response to your request.

You also have the right to complain to the Information Commissioner's Office.

questions about this notice

If there is anything in this notice that you are unclear about, please contact our Data Protection Officer, on the contact details below, who shall be happy to answer any queries you may have concerning this privacy notice or the way in which We process your personal data.

By mail: Information Management and Policy Services, The University of Reading, Whiteknights, PO Box 217, Reading RG6 6AH

By email: imps@reading.ac.uk

By phone: 0118 378 8981

Complaints can be referred to the Information Commissioners Office, the independent body who oversee Data Protection compliance in the UK.

Email: casework@ico.gsi.gov.uk

changes to this notice

We keep our privacy notice under regular review to ensure best practice and compliance with the law. This privacy notice was last updated on 21/05/2018

We may change this privacy notice from time to time. If We make significant changes in the way we treat your personal information We will make this clear on https://www.reading.ac.uk/ and may also inform you directly.

How to contact us

If you have any questions about this notice, our University Data Protection Officer can be contacted at:

IMPS

University of Reading

Whiteknights

PO Box 217

Reading

RG6 6AH UK.

Telephone: 0118 378 8981.

Email: imps@reading.ac.uk

 

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