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  • Privacy Policy

    1. Privacy Notice


      Privacy Notice: Click & Collect  


      In order to facilitate the placing of online orders and collection of food and beverages ordered online by customers via “Durham University Click & Collect” service, the University processes the personal data of customers such as students and staff members of the university. Please read the privacy information below – Part 1 comprises Durham University’s Generic Privacy Notice and Part 2 comprises privacy information specific to the processing of the personal data of students and staff members.





      Durham University’s responsibilities under data protection legislation include the duty to ensure that we provide individuals with information about how we process personal data. We do this in a number of ways, one of which is the publication of privacy notices. Our privacy notices comprise two parts – a generic part and a part tailored to the specific processing activity being undertaken.


      Data Controller


      The Data Controller is Durham University. If you would like more information about how the University uses your personal data, please see the University’s Information Governance webpages or contact:


      Information Governance Unit Telephone: (0191 33) 46246 or 46103



      Data Protection Officer


      The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it. If you have any concerns regarding the way in which the University is processing your personal data, please contact the Data Protection Officer:


      Jennifer Sewel University Secretary

      Telephone: (0191 33) 46144





      The University keeps personal data for as long as it is needed for the purpose for which it was originally collected. Most of these time periods are set out in the University Records Retention Schedule.


      Your rights in relation to your personal data

      Privacy notices and/or consent

      You have the right to be provided with information about how and why we process your personal data. Where you have the choice to determine how your personal data will be used, we will ask you for consent. Where you do not have a choice (for example, where we have a legal obligation to process the personal data), we will provide you with a privacy notice. A privacy notice is a verbal or written statement that explains how we use personal data.


      Whenever you give your consent for the processing of your personal data, you receive the right to withdraw that consent at any time. Where withdrawal of consent will have an impact on the services we are able to provide, this will be explained to you, so that you can determine whether it is the right decision for you.


      Accessing your personal data


      You have the right to be told whether we are processing your personal data and, if so, to be given a copy of it. This is known as the right of subject access. You can find out more about this right on the University’s Subject Access Requests webpage.


      Right to rectification


      If you believe that personal data we hold about you is inaccurate, please contact us and we will investigate. You can also request that we complete any incomplete data.


      Once we have determined what we are going to do, we will contact you to let you know.


      Right to erasure


      You can ask us to erase your personal data in any of the following circumstances:


      • We no longer need the personal data for the purpose it was originally collected
      • You withdraw your consent and there is no other legal basis for the processing
      • You object to the processing and there are no overriding legitimate grounds for the processing
      • The personal data have been unlawfully processed
      • The personal data have to be erased for compliance with a legal obligation
      • The personal data have been collected in relation to the offer of information society services (information society services are online services such as banking or social media sites).


      Once we have determined whether we will erase the personal data, we will contact you to let you know.


      Right to restriction of processing


      You can ask us to restrict the processing of your personal data in the following circumstances:


      • You believe that the data is inaccurate and you want us to restrict processing until we determine whether it is indeed inaccurate
      • The processing is unlawful and you want us to restrict processing rather than erase it
      • We no longer need the data for the purpose we originally collected it but you need it in order to establish, exercise or defend a legal claim and
      • You have objected to the processing and you want us to restrict processing until we determine whether  our  legitimate  interests  in  processing  the  data  override  your



      Once we have determined how we propose to restrict processing of the data, we will contact you to discuss and, where possible, agree this with you.


      Making a complaint


      If you are unsatisfied with the way in which we process your personal data, we ask that you let us know so that we can try and put things right. If we are not able to resolve issues to your satisfaction, you can refer the matter to the Information Commissioner’s Office (ICO). The ICO can be contacted at:


      Information Commissioner's Office Wycliffe House

      Water Lane



      SK9 5AF

      Telephone: 0303 123 1113

      Website: Information Commissioner’s Office





      PART 2 – PRIVACY NOTICE FOR DU Click & Collect Customers


      This section of the Privacy Notice provides you with the privacy information that you need to know before you provide personal data to the University for the particular purpose(s) stated below.


      Type(s)  of  personal  data  collected  and  held  by  the University and  method  of collection


      Durham University will collect and store data required to open a personal account in order to facilitate the ordering of your chosen menu items from “duclickandcollect” service. This will include your Contact Details (name & email address)



      Lawful Basis


      When processing your personal data, the University relies on Legitimate Interests to facilitate ordering of the menu items via click & collect on-line system.


      How personal data is stored


      Your data will be processed in line with the delivery of your menu items ordered via click & collect on-line system.

      Details provided during the registration process are held securely on the MCR Systems Servers within the EU, and are not stored on any websites. Neither Durham University or MCR Systems hold or have access to any card information, this is stored by MasterCard on their payment system.

      How personal data is processed


      Your personal details are processed to open an account with “duclickandcollect”.


      Who the University shares personal data with


      Durham University adheres to GDPR legislation with the insurance to customers that data is only ever used for the purpose of purchasing food and drinks at “duclickandcollect” cafes, will not be shared or used for any other purpose.


      How long personal data is held by the University


      The University keeps personal data for as long as it is needed for the purpose for which it was originally collected. Time periods are set out in the University Records Retention Schedule



      Use of cookies


      Durham University do not use cookies to collect personal information about you.


      Links to other websites


      This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.


      Changes to this privacy notice


      We will review this privacy notice annually. It was last updated on 24th September 2020.


      Further information


      If you have any questions which you feel have not been covered by this Privacy Notice, please email us or write to:




      Information Governance Unit

      Telephone: (0191 33) 46246 or 46103