Terms and Conditions

Traffic and Car Parking

The University roads are public highways and subject to the provisions of the Road Traffic Act 1988, including a speed limit and parking restrictions. Anyone committing an offence under these Acts may be liable to prosecution. The regulations are supplementary to, and do not over-ride the provisions of these Acts.

Definitions

'University Park' means any land or buildings under the control of the University on its campus at Falmer, including those occupied by companies as tenants.

'Motor vehicle' means a mechanically or electrically propelled vehicle with two or more wheels.

'Motorcycle' means any two wheeled mechanically or electrically propelled vehicle with two wheels.

'Motor-car' means any mechanically or electrically propelled vehicle with three or more wheels.

'Staff' includes any person employed by the University or paid through the University payroll system, or employed by another entity or third-party business operating on the University Park.

'Student' includes any person enrolled for an award-bearing course of the University.

'Associate' includes any person with an on-going relationship with the University which entitles them to use certain university services.

'Visitor' includes any person other than staff, students or associates, with a bona fide reason for visiting the University.

'Contractor' means any person or firms that contracts to supply materials, labour or a service to the University and includes any firm or person subcontracted to do so.

'Disabled' means any student, member of staff or visitor who for the purpose of these Regulations is formally acknowledged by the University to have particular transport difficulty by reason of infirmity or physical disability.

Traffic

2.1 No motor vehicle may be driven along University paths or in areas which are normally closed to motor vehicles or over any land not forming part of a road.

2.2 Motor vehicles within the University Park must at all times be driven with due care and consideration for all other vehicular and pedestrian traffic and for University property.

2.3 No motor vehicle may be brought onto the University Park unless:

_ it has a valid Road Fund Licence.

_ it has third party insurance cover required by law, in respect of vehicles used on public roads.

_ it is properly maintained and kept in good running order.

2.4 No person may use a motor vehicle on the University Park unless:

_ she/he holds a driving licence valid for the vehicle.

_ the insurance cover for the vehicle is valid for that person's use of it.

2.5 Cyclists and users of motor vehicles must obey all traffic instructions and notices issued by University Security staff, Car-Park Control staff or other staff having the requisite authority.

2.6 All accidents involving damage or injury on a University road or in a car park must be immediately reported to the Security Office. In accidents involving injury the police must be notified.

Use and Parking of Bicycles

3.1 All bicycles parked in the University Park are parked at their owner\'s risk and the University cannot accept liability for loss or damage.

3.2 Cyclists are required to observe and to comply with the regulations above concerning traffic movement in the University Park.

3.3 Bicycles do not require a permit or a pass to park.

3.4 Cycling on footpaths, other than those designated as cycle paths, and on grassed areas of campus is prohibited.

3.5 Bicycles should be parked in designated areas where bicycle stands are provided.

3.6 Bicycles may not be taken into or parked in buildings, or parked where they are liable to cause an obstruction e.g. secured to fences alongside walkways or at building entrances.

3.7 Bicycles found within buildings or causing an obstruction are liable to be removed and impounded without further notice. Security chains and devices will be cut if necessary. A charge may be levied for return of an impounded bicycle.

Motor Vehicle Parking

4.1 Motor vehicles parked in the University Park are parked there at their owners' risk and the University cannot accept liability for loss or damage.

4.2 Motor vehicles may only be parked in areas designated for that purpose. Motor vehicles parked inconsiderately or in such a manner as to cause an obstruction, may incur penalty notice.

4.3 Motor vehicles parked on yellow lines or otherwise illegally on the roads subject to the Road Traffic Acts will be liable to a penalty imposed by officials working on behalf of the Sussex Estates and Facilities. Vehicles similarly parked on roads not subject to the Road Traffic Acts or in car parks, including hashed lines marking loading and turning areas, will incur a Penalty Notice.

4.4 Only motor vehicles registered for use by a disabled person may be parked in the parking bays designated for disabled use. Motor vehicles parked inappropriately in such spaces will incur a penalty notice.

4.5 Motor vehicles must be parked within marked parking bays in the car parks. Large motor vehicles, such as motor caravans, vans and minibuses, exceeding the size of one parking space, may only be parked in the University Park with the express permission of the Director of Estates and Facilities Management.

4.6 Use of a motor vehicle parked in the University Park for overnight accommodation is prohibited.

4.7 All motor-cars parked in the University Park must be registered with an active paperless parking permit, or pay for visitor parking. Blue Badge holders that are exempt from payment must register their vehicle with the Transport Office.

4.8 Parking charges are determined from time to time by the University Executive Team (UET). Current charges are displayed on the Transport section of the University website, are also published elsewhere on campus from time to time and are available from the Transport Office.

4.9 Students at the University of Sussex are not eligible to apply for a campus parking permit, unless:

_ the student is disabled and this has been formally acknowledged by the University; this must be applied for via the Student Disability Support team.

The following applications for exemption must be made in writing to the Transport Office:

_ the student has children living with them in University accommodation

_ the student lives in an area inadequately served by public transport, with an average journey time of over 75 minutes

The following applications for exemption must be made in writing to the University Parking Panel:

_ the student is a carer for a child under 12 years old, or an older dependent

4.10 All staff and associates of the University may apply for an annual University Permit to Park. Staff (except those on very small or occasional contracts) may pay for that permit by monthly deduction from salary, unless such charges are waived by the University (see charges for details).

Alternatively, staff and associates of the University may apply for a University pass to park, which must be supplemented by evidence of payment of the appropriate daily charge for parking. Charges appropriate for University users will be displayed in the car parks and will be notified to users at the time of issue of the pass.

4.11 All information provided to the University for the registration of motor vehicles and to obtain a parking permit or pass must be true and accurate. Responsibility for updating the information rests with the vehicle user. Falsifying of information may be a breach of the Disciplinary rules and may result in withdrawal of rights to park in the University Park.

4.12 Visitors to the University must pay for daily visitor parking, or have pre-arranged parking with the University School or Unit they are visiting, unless special event arrangements have been made e.g. for conferences or Admissions/Open Days. In the latter case, car park Control staff will direct appropriate visitors to the designated car parks.

4.13 Contractors must be registered for parking on campus, allocated to them at the time of confirmation of contract or permit to work allocation or use the pre-arranged designated parking space.

4.14 University permit or pass holders are not permitted to use car parks or parking spaces that have been designated for visitors only or for a special event, contractor or conference. Such designated spaces will be clearly marked with notices.

4.15 All University car-park permits and passes remain the property of the University and may be rescinded by the Director of Estates and Facilities Management at any time.

4.16 Users of motorcycles must register their vehicles with the University but are not required to pay to park their vehicles. Motorcycles must be parked in spaces designated for motorcycle parking. Motorcycles parked inconsiderately or causing an obstruction are liable to be removed and impounded without further notice. Security chains and devices will be cut if necessary. A charge will be levied for return of an impounded motorcycle.

Abandoned Vehicles

The Local Authority has statutory powers of removal and destruction of vehicles which are apparently abandoned. The University reserves the right in the case of any motor vehicle which (in the absolute discretion of the University) appears to be abandoned, with or without prior notice to the vehicle owner, to request the Local Authority to exercise its statutory powers.

As a courtesy but not as a matter of obligation to the vehicle owner, the University may elect to affix a warning notice on the vehicle at least seven days prior to making any such request to the Local Authority. The University reserves the right to co-operate appropriately in any particular case with the Local Authority with regard to the exercise by the latter of its statutory powers.

Penalties for the Infringement of Regulations

If the Regulations are broken one or more measures, explained below, will occur:

6.2 Penalties - These are issued following a breach of the Regulations and involve a financial penalty at a rate designated by the University Council. An appeal against a penalty notice can be made to the University’s parking charge enforcement partner.

Payment of University penalty notices must be made within 28 days. Failure to pay a penalty within that period will incur an additional administrative charge to convert the charge into a normal debt to the University.

6.3 Serious breaches of the Regulations - Persistent or serious breaches of these Regulations, including tampering, alteration, duplication or forgery of permits, passes or pay and display vouchers will be dealt with under the University\'s Disciplinary Procedures.

6.4 Withdrawal of rights to park in the University Park - The University reserves the right, at the discretion of the Director of Estates and Facilities Management, to withdraw parking privileges from any vehicle user and to request the return of parking permits or passes. An appeal against the withdrawal of parking privileges can be made in writing to the Registrar & Secretary, whose decision is final.

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