The policy explains what information is held about individual people (storage services account holders) by UIS systems, how it is gathered and how it is used. Details of the data held or logged are given below. This information is used to support user access to the UIS systems, for system administration and bug tracking, for the detection of improper use, and for producing usage statistics for management and planning purposes.
Access to these logs and to user-specific data is restricted to appropriate staff or contractors of the UIS.
These logs are currently held at minimum for seven (7) days and are not deleted but may be overwritten. Logs might not be recovered as a result of an accidental or deliberate removal action.
Summary statistics are extracted from this data. Some of these may be made publicly available, but those that are do not include the identity of individuals.
Relevant subsets of this data may be passed to computer security teams (e.g. Cambridge CERT) as part of investigations of specific incidents of computer misuse involving UIS systems.
Data pertaining to particular projects may also on occasion be passed to the appropriate people (e.g. Principal Investigators or nominated deputies) responsible for direction and management of those projects. Otherwise the information is not passed to any third party except where required by law.
Data is stored on disk storage systems and are backed up to tape at some frequency depending on the filesystem. These backups are made to enable reinstatement of the data, e.g. in the event of failure of a system component, or accidental deletion. Details of backup and other policies applicable per filesystem are available on the storage service definition pages.
Any user of the UIS storage services who approaches the Service Desk or any staff within the storage services team for help with a problem, implicitly grants permission to the storage services staff to investigate that problem by looking at data held on the system and files in their project directories.
Accounting and other user-dependent system data
The UIS Storage Services management servers hold details of user accounts, thereby enabling a user to log in and use the resources of the UIS systems.
The following data may be held and maintained for each user:
User identifier (account name)
Contact telephone number
User administration history
Login history (session begin/end times and originating IP address)
Resource consumption (in the form of disk space consumed)
These data are held on the UIS storage management systems from the time the user's account is created, whether or not the user ever makes use of the UIS storage systems.
These data remain stored until purged as obsolete.
Other data held in the system
Research data project directories or other personal or group storage areas is stored, as required for the fulfillment of the UIS Storage services. This data is stored until purged by the user, or by the UIS Storage team to enforce advertised policy, or automatically as obsolete in the case of tape re-use.
In addition applications, including but not limited to login shells, may record command history in files contained in the user's home directory. Such files will survive until purged by the user, or by the UIS Storage team to enforce advertised policy, or automatically as obsolete in the case of tape re-use.
Access to personal data
For the purpose of the UK Data Protection Act 1998, the 'Data Controller' is the University of Cambridge, and the point of contact for subject access is the University Data Protection Officer (The Old Schools, Trinity Lane, Cambridge CB2 1TN, tel. 01223 332320, fax 01223 332332, E-mail: firstname.lastname@example.org).
Last updated 23 March 2017