This policy statement relates to personal data as defined by the Data Protection Act 1998, held in connection with the operation of CamTools.
The policy explains what information is held about individual people by the CamTools system, how it is gathered and how it is used. Details of the data held or logged are given in the appropriate section below. This information is used to help support CamTools users, for system administration and bug tracking, and for producing usage statistics for management and planning purposes.
These logs are currently held indefinitely, but UIS does not guarantee to retain this information for more than 12 months.
Logs are used to create summary statistics which may be made publicly available. Summary statistics do not include personal data.
Relevant subsets of this data may be passed to computer security teams at the University Computing Service (e.g. CamCERT) as part of an investigation into computer misuse.
Personal information is not passed to any third party except where required by law.
CamTools data is backed up at a facility managed by UIS. The backups are held for the purpose of reinstatement of the data, e.g. in the event of failure of a system component.
UIS staff and management conform to the good practice described by the Charter for System Administrators published by the Information Strategy and Services Syndicate . CamTools users who approach the CamTools Helpdesk for help with a fault implicitly grant permission to the CamTools support staff to investigate that fault, by looking at data held on the system including files in their personal workspaces and the CamTools sites to which they belong.
Data held by the CamTools system
User-dependent system information
For users who identify themselves to the system with their CRSid, CamTools uses information supplied by the University lookup service. For users who identify themselves through the friends login mechanism the user's name and email address are retained.
Information about contributions to worksites, including contributions to chat rooms and discussion forums, ownership of resources and evidence of participation in other CamTools-based activities may be retained indefinitely.
Site-specific tracking information
CamTools logs contain detailed information about user activity within each site, including the date and time of when site-specific information was viewed and/or updated, the address of the machine from which the access was made, the browser identification information and information about the referring web page.
Access to personal data
For the purpose of the UK Data Protection Act 1998, the 'Data Controller' is the University of Cambridge, and the point of contact for subject access is the University Data Protection Officer (The Old Schools, Trinity Lane, Cambridge CB2 1TN, tel. +44 (0)1223 332320, fax +44 (0)1223 332332, E-mail: firstname.lastname@example.org).
URL of this document: www.camtools.admin.cam.ac.uk/privacy/index.html