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Campus parking

The University of Sussex is committed to providing parking facilities on campus for staff, students and visitors, while remaining balanced with a commitment to reducing our carbon footprint and encouraging travel to and from campus via sustainable methods.

Privacy information for University parking and parking enforcement

This information outlines how the University processes personal data relating to parking and parking enforcement on the University campus. 

Overview

The University of Sussex is registered as a Data Controller with the Information Commissioner’s Office (ICO), registration reference is Z6428144. The Data Protection Officer for the University of Sussex is Alexandra Elliott, who can be contacted at dpo@sussex.ac.uk.

The basis for processing your personal data

We process personal information to enable us to effectively manage the charging of parking on the University of Sussex campus and ensure parking compliance is maintained as per the University Parking Policy. Your personal data allows us to manage parking permits, visitor parking, parking charges and, where parking is not paid for in line with our parking tariffs, to issue Penalty Charge Notices (PCNs).

When we process personal data, there needs to be a legal basis for doing so. The University processes personal data for parking and parking enforcement on the basis of ‘legitimate interests’. The University, and our campus users, have a legitimate interest in ensuring parking compliance.  

Personal data we collect about you and how we use it

a) Parking permit applications / parking registration

Advance Registration:

We collect personal data for parking permit applications from students, staff, and visitors to the University via our online parking application portal. To ensure you have applied for the correct permit type, the information collected will allow us to validate your eligibility for the permit you have applied for.

We will collect information including:

• Full Name
• Email Address
• Vehicle Registration Number(s)
• Person Code/Employee Number
• Password for Permit Log In

Depending on the type of permit you apply for, we may request additional information such as the name and email address of your supervisor or line manager, address information, or reason for permit application. We may share this information with your employer, line manager or student services such as the Disability Team for verification of your eligibility for the permit applied for. 

If you are a staff member applying for a University/IDS/BSMS staff permit under the salary sacrifice option, we will request additional information on your contracted hours of work to support payroll in the processing of your payments.

This information is part of an internal application to the Transport Office to generate a list of approved permits to park. The application portal is powered by First Parking, and they may access information via an administration log-in for the purpose of verifying an appeal against a Penalty Charge Notice.

Visitor Registration:

Ad-hoc visitors to the University or those who do not have an advance permit to park are required to apply for temporary visitor parking via the PayByPhone app, online or by telephone, quoting the location number of the car park they have parked in. PayByPhone’s Privacy Policy can be found here: Privacy Policy | PayByPhone

Exempt Visitors:

In some cases, visitors to certain departments or businesses on campus are exempt from parking charges but will need to register their vehicle number plate via a tablet device that is powered by Zatkiosk. Information collected will be vehicle registration number, parking start time and parking end time.

b) Parking Payment

Salary Sacrifice:

For members of University staff that register for an advance annual permit, personal data is passed to the University payroll team to instigate salary sacrifice payments. This data includes name, university email address, staff number (P. Code) and start date of permit.

Transport Office Permit Payment:

Students granted an annual permit to park can make payment at the University Transport Office via credit or debit card using contactless or chip and pin payments.

PayByPhone Payment:

Ad-hoc visitors to the University, advance daily permit holders paying for a day pass, those who do not have an advance permit to park or those are required to apply for temporary visitor parking, pay via the PayByPhone app, online or by telephone, quoting the location number of the car park they have parked in. PayByPhone’s Privacy Policy can be found here: Privacy Policy | PayByPhone

When those who have an advance daily permit pay for their day ticket via PayByPhone, they will be asked for their daily permit code in order to receive the tariff for their permit type.

c) Penalty charge notices

ANPR cameras located at entrances and exits to the University campus collect data of motor vehicles coming on and off campus. ANPR cameras capture an image of each vehicle that passes through the capture zone.

Data from ANPR cameras is passed to ZatPark and is compared with data from advance permits, PayByPhone payment data, Zatkiosk and Transport Office exemption lists to ensure permission / payment to park is in place. Where permission / payment to park is not in place, a PCN will be issued. This is prepared having linked to the DVLA Keeper at Date of Event (KADOE) database to obtain information required to issue a PCN.

For more general information about how we use personal data at the University and the use of surveillance, see our University Privacy Notice.

Retention of personal data

We will only keep your personal data for as long as is necessary for the purpose of parking arrangements and parking enforcement. We will retain your data as follows:

Applications for permits to park will be held on the First Parking application portal for a period of 12 months. If a parking permit is renewed, this will roll for another 12 months. If a parking permit is not renewed, data will be held for a further 3-month period before being deleted.

ANPR and PayByPhone data is stored within the Zatpark database for a period of 30 days and then deleted if no PCN is issued.

If a PCN is issued, ANPR and PayByPhone data is stored within the Zatpark database for the duration of the PCN process and retained on file for two years afterwards for audit and compliance purposes. If an official complaint is received to First Parking LLP, the data will be retained for 3 years as per the British Parking Association Code of Practice.

Disclosure of personal data

The University uses third parties to assist with parking arrangements on campus and parking enforcement, including Sussex Estates and Facilities LLP and First Parking LLP. Those third parties will process your personal data on behalf of the University, and the University has appropriate arrangements in place to ensure data protection compliance. First Parking LLP uses Zatpark, a parking management software solution, to support parking arrangements and parking enforcement.

We will only disclose your personal data to other external parties where it is necessary and there is a lawful basis for doing so. This could, for example, include disclosure for law enforcement purposes.

Your rights including access to information and correction

You have a number of rights under the Data Protection legislation such as the right to have a copy of your personal data and, in some cases, to have your data deleted. Further information about your rights can be found on our Data Protection pages and the ICO’s website. You may also contact the Data Protection Officer for further information.

How to contact us

If you have any questions about this privacy information, you can contact the University’s Data Protection Officer by email at dpo@sussex.ac.uk or you can write to Alexandra Elliott, Data Protection Officer, University of Sussex, Sussex House, Falmer, Brighton, BN1 9RH.

V1.2 Date 13.09.2024