Staff telephone logs privacy notice

Information you need to know

The IT Services department is part of Liverpool John Moores University. See further information on the institution.

Liverpool John Moores University is the Data Controller.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.

This privacy notice explains how we use your personal information and your rights regarding that information.

For information about how the wider University uses personal data please see the Privacy notice section of our website.

Information we are collecting

Any member of LJMU staff can be allocated a unique telephone number. Staff may also access telephony systems via desktop or mobile devices using secure login credentials.

We collect information relating to the use of these systems, including:

  • date and time of logins
  • user status information
  • details of calls made or received, such as the date, time and duration

Source of the personal data

The personal data processed in relation to staff telephone logs is generated through the use of LJMU telephony systems. This includes information created when staff log in to the system and make or receive calls.

Why we are collecting your data and the legal basis for this

We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

We collect and use telephone log data to support the operation and management of its telephony systems. This includes providing technical support, maintaining system performance, troubleshooting faults, and ensuring the effective use of communication services.

The lawful basis for processing this data is Article 6(1)(f) - that LJMU has legitimate interests in operating, maintaining and supporting its telephony systems.

Who has access to this data

Your personal data will be accessed by relevant LJMU staff where it is necessary for them to carry out their roles. This is typically limited to IT Services staff responsible for providing technical support and maintaining the telephony system.

We may also share this information with external service providers who support the operation and maintenance of the telephony system.

How the university protects your data

We are committed to keeping your personal data safe in line with data protection legislation and the university’s information security and data protection policies.

Access to telephone log data is restricted to authorised staff. Only IT Services staff responsible for providing technical support and maintaining the system have access to the systems where these records are held.

Personal data is stored securely on university systems and protected by appropriate technical and organisational measures designed to prevent unauthorised access, loss or misuse.

How long the university keeps your data

We will only retain telephone log data for as long as it is necessary and in accordance with the university’s Records Retention Schedule.

Retention periods for this type of data are determined based on the purpose of the processing, including system monitoring, technical support, and fault investigation, as well as legal and operational requirements.

When the data is no longer required, it will be securely deleted in line with university policy.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request - this could be in a portable electronic format
  • request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
  • request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing

If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.

If you do not provide data

In order to provide support or respond to requests, we require sufficient information to identify and contact you. If this information is not provided, we may be unable to respond to your request or provide the relevant service.

Where you request access to your personal data, we may require verification of your identity before disclosing information, to ensure that personal data is not shared with unauthorised individuals.

Transfers of data outside the UK

We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country - for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.

Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.

These safeguards might include:

  • model contractual clauses
  • formal data sharing or processing agreements
  • binding corporate rules

In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.

Automated decision-making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the university

You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

How to complain to the Information Commissioner’s Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted using the following details:

  • Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
  • Telephone: 0303 123 1113.
  • Email: contact can be made by accessing the ICO website.