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Using Information at the University

This guide details the University of Bristol's policies on data protection and the responsible use of computer facilities. It explains the legal framework, including the Data Protection Act 1998 and the Freedom of Information Act 2000, and outlines individual rights regarding personal data. It emphasizes the importance of consent when collecting personal information and the implications of improper use of university computers. Learn about acceptable conduct, monitoring policies, and your rights to access information held by the university.

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Using Information at the University

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Presentation Transcript

  1. Using Information at the University University Secretary’s Office Data-protection@bristol.ac.uk

  2. Secretary’s Office • Property/Commercial Law • Employment Law • Contracts • Student complaints/discipline • Insurance • Equal Opportunities/Diversity • Data Protection/Freedom of Information

  3. Relevant Acts • Regulation of Investigatory Powers Act 2000 (monitoring use of computers) • Data Protection Act 1998 (protecting information about people) • Freedom of Information Act 2000 (revealing information about everything else)

  4. Use of Computers • Regulations for the use of computer facilities • All UoB computers • All computers connected to the UoB network

  5. Users must not: • Use computers to break the law: • e.g. accessing information without authorisation • giving others access to the network • disclosing passwords • illegally copying or downloading software • Accessing criminal material

  6. Discriminatory Homophobic Excessively violent Obscene Libellous Blasphemous Seditious Inciting racial hatred Offensive Defamatory Threatening Abusive Do not access/send material that is:

  7. Monitoring Computer Use • UoB legally monitors/logs computer use • Policy for the Investigation of Computers • UoB reports criminal activity to the police

  8. Data Protection

  9. Why have a Data Protection Act? • Personal data collected in UK • e.g. loyalty cards • mobile phones • CCTV • Personal data collected by UoB • e.g. medical/sickness records • staff/student disciplinary records • confidential research • personnel files

  10. The Data Protection Act • Personal Privacy • Individuals in an organisation • The organisation itself • Damage or distress

  11. The Act obliges the University to: • Collect information about people only with their permission, unless there is a legal reason to do so • Show individuals the information it holds about them if they request it • Be very careful when giving this information to anyone else

  12. Personal Data • Any information that identifies a living person • e.g. name and/or address • NI number • postcode • ethnic origin • religion • photograph

  13. The Act • Applies to all records and documents • Covers anything you do with those documents, including reading

  14. Rights under the Act • Access to information, including references and emails • To prevent damage or distress, including objecting to direct marketing • Compensation • Rectification of inaccurate data

  15. Security • Keep paper records under lock and key • Use passwords • Use confidential waste • No personal data on home computers • Don’t give personal data to people outside UoB, even the police • Seek advice

  16. Freedom of Information

  17. The Act • public authorities • legal ‘right to know’ • more open and accountable • encourages publishing in advance • fully retrospective • some exemptions • personal data still protected

  18. Requirements of the Act • to adopt a Publication Scheme (a guide to publicly available information) by 2004 • to deal with individual requests for information from 2005

  19. Individual Rights • to know whether UoB holds information • to be given the information within 20 working days • if information is refused, to be told reasons why

  20. ‘Right to Know’ • anyone, anywhere in the world • journalists, campaigning groups, MPs • any request from the public is an FOI request

  21. Summing Up

  22. Summing up • Use computers responsibly • Use professional language • Write emails as if they were memos • Write open references • Remember that everything you write could be made public to somebody (or everybody!) • Get some training

  23. Any Questions? Thank you

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