GDPR: Data Protection Policy - Helpdesk Software

The Data Controller is Homerton College, Cambridge. Questions on this Statement should be addressed to the College’s Data Protection Officer, Homerton College, Cambridge, CB2 8PH. 01223 747181-

Data Subject

  • The scope of this policy covers
  • Students
  • Staff
  • Visitors

What data is processed, and why

The College operates 2 helpdesk systems. IT Helpdesk (TrackIT) and Estates Helpdesk (SpiceWorks). These are used to log help requests for IT systems and Estates.

  • Fields Recorded
  • Telephone Ext
  • Mobile Number
  • First Name 
  • email Address
  • Computer User ID
  • Last Name
  • Eduroam Token 
  • Computer Account Password
  • Building 
  • Room Number
  • Job Title

Where does the data come from?

Data is collected via the Laptop Repair form, help requests received via email, telephone or in person.

Sharing with Third Parties

Data is not shared with third parties.

Retention of data

Data is stored for 1 year then deleted manually at the start of Michaelmas Term.

Rights of the Data Subject

Those whose personal data is recorded by these means – the data subjects – have the right: to ask for access to, rectification or erasure of their personal information; to restrict processing (pending correction or deletion); to object to communications; and to ask for the transfer of their personal information electronically to a third party (data portability).

Some of these rights are not automatic, and we reserve the right to discuss with the data subject why we might not comply with a request from them to exercise such rights.

If data subjects have questions or concerns about their personal information, or how it used, they are invited to speak to the Data Protection Officer.


April 2018