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Portering and Logistics

There are a number of logistics facilities services - portering, mail, SALTO access and waste removal - that play an important role in keeping the University premises functioning. These services are provided by the SEF Logistics team, and are raised via the Service Centre.

The Logistics team (including porters) are available on weekdays from 7.30am to 4.30pm.

SALTO and access cards

Most doors and buildings on campus operate on a centralised keycard access system called SALTO. This allows campus users (staff, students, and visitors/contractors) access to all areas.

SALTO access requests are managed by our dedicated team, with requests delivered via the Service Centre.

To reactivate a SALTO card that has expired (typically from not being used for a while), simply tap an activation point at the entrance to your building. Most SALTO access readers on building entrances work as activation points.

Please be aware that this process does not apply in selected spaces where SALTO access is managed directly by the school or department.

To request a SALTO access card for spaces managed by the School of Mathematical and Physical Sciences (MPS), please complete the MPS SALTO request form to order a card directly from the school. For all other schools and departments, please speak to your local reception, administrator or technician. 

Data Protection

This section outlines our processing activities relating to the University’s SALTO cards.

Overview

SEF is committed to processing personal data related to Salto cards in a way that is compliant with data protection legislation. This includes the Data Protection Act 2018, the UK General Data Protection Regulation (‘UK GDPR’) (as implemented by the Data Protection Act 2018), and the EU General Data Protection Regulation 2016/679.

The Data Protection Officer for the University is Alexandra Elliott, Head of Information Management and Compliance. If you have any queries concerning your personal data and how it is processed, you can contact the Data Protection Officer at dpo@sussex.ac.uk.

The basis for processing your information

SEF processes Salto card related information on behalf of the University in connection with two areas, facilities management and security, largely on the basis that the University has legitimate interest to fulfil. The University’s legitimate interests are to provide planned preventative and reactive maintenance services for campus premises and to ensure that a secure environment is created for all students, staff and people visiting or using the campus and for their personal property.

Salto card related information is collected for specified and explicit purposes, outlined above, and we do not further processed in a manner that is incompatible with those original purposes. We only process relevant and limited data to what is necessary in relation to the purposes for which they are originally processed.

Information we collect and how we use it, including retention

Our Salto Logistics team collects Salto card related information via a dedicated Salto ‘Authorisation Form for Salto Access’ form submitted by School Office or Line Manager. The information we collect includes your name, where you work at, building and room/office number, staff/student registration ID number, and contact email address. We also collect names and School or Department names of the authorising School Office or Line Manager. Some Schools and Divisions also have localised access. Local access is based on a risk assessment, and only limited to what is necessary and proportionate.

We ensure that there are appropriate technical measures in place to protect your Salto card related information. We appointed a specialist contractor to manage a dedicated Salto software and we keep your Salto card related information safe as part of the system. Only Salto administrators, including the Salto Logistics team, the University’s security supervisors, and Salto contractors have access to the Salto software.

Salto card related information added to the Salto software by the Salto Logistics team. Electronic forms as email attachments are stored in Outlook and kept for 12 months. Tranaction data generated from Salto card usage across the campus is collated and securely stored in the Salto software. In general, transactional data is not be viewed and is not routinely analysed, and is deleted from the Salto software after 12 months. Access to transaction data is restricted to Salto administrators. Salto card related information is deleted from the Salto software by the Salto Logistics team once a card is inactive for longer than 12 months.

Disclosure of information to the University and the Police

Salto card related information, including transactional data, is provided to the University upon formal request if there was a lawful basis to share it. It is occasionally necessary to view transactional data to ascertain the identity of an individual who has used a specific access point, for example to support disciplinary or misconduct proceedings. Whenever we share personal data, it will be necessary and proportionate.

Your rights including access to information and correction

You have a number of rights under the data protection legislation, including the right to:

• rectify inaccuracies in personal data that we hold about you;
• have your data erased in some circumstances;
• restrict the processing of your personal data in certain ways;
• obtain a copy of your personal data;
• object to certain processing of your personal data by us

If you have any queries concerning your Salto related information we hold about you, you can contact the University’s Data Protection Officer by email at dpo@sussex.ac.uk.