Using this site including privacy notice
Further information and guidance on using this site
This site is managed by Project Services, which is part of the Information Services Group (ISG) at the University of Edinburgh.
The site is available to all University staff and students wishing to utilise the tools and templates for running a project. People from outside the University are welcome to browse the site but will find that certain areas are restricted.
Privacy notice
Information about you: how we use it and with whom we share it
The information you provide will be used by the University to enable the management, delivery and support of Projects, Programmes and Portfolios.
We are using information about you because it is necessary for the proper management of Projects, Programmes, and Portfolios and their Stakeholders, and in some cases for the performance of your contract with us.
Information about you may be shared with downstream services that you might need access to: ASTA, Projects Website, Mindgenius, Office 365, network drives, wiki, email, Bristol online surveys.
We will not share your data with any third party unless when there is a legal obligation to do so.
We will hold the personal data you provided us for as long as required. Projects, Programmes, and Portfolios determine retention periods for user access and historical records. This is in line with corporate retention periods.
If you have any questions, please contact the University of Edinburgh, Project Management Office (PMO), Information Services Group PMO@ed.ac.uk.
Data controller and contact details
For data collected under this privacy notice, the University of Edinburgh (the “University”) is the Data Controller (as that term is defined in the EU General Data Protection Regulation (Regulation (EU) 2016/679), registered with the Information Commissioner’s Office, Registration Number Z6426984. You can contact our Data Protection Officer at dpo@ed.ac.uk. Our data protection policy is on our website at http://www.ed.ac.uk/records-management/data-protection/data-protection-policy
Mandatory data sharing
In addition to the primary purposes, we are also legally obliged to share certain data with other public bodies such as HMRC and will do so where the law requires this; we will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and proportionate.
Transfers outside the EEA
The University will only transfer data to countries outside the EEA when satisfied that both the party which handles the data and the country it is processing it in provide adequate safeguards for personal privacy. Details of such transfers and safeguards are on our website.
Your rights
You have the right to request access to, copies of and rectification or erasure of personal data held by the University and can request that we restrict processing or object to processing as well as the right to data portability (i.e. the right to ask us to put your data into a format that it can be transferred easily to a different organisation). If you wish to make use of one of these rights, please email your local contact.
If we have asked for your consent in order to process your personal data you can withdraw this consent in whole or part at any time. To withdraw consent, please email your local contact, who will explain the consequences of doing so in any particular case and initiate proceedings for withdrawing consent.
Complaints
If you are unhappy with the way we have processed your personal data you have the right to complain to the Information Commissioner’s Office at casework@ico.org.uk but we ask that you raise the issue with our Data Protection Officer first
Getting started
In order to access all of the available features you will need to log in via the cms login link at the very bottom-righthand corner. This will automatically register you on the system.
If you do not wish to register on the system, or are outside of the University, then you are still welcome to browse the site, but will be unable to request projects of your own or to access some of the project logs.
Our user guides below give you instructions on how to use and navigate this site, but if you need further assistance or have any specific questions please email pmo@ed.ac.uk
There is also a series of short training videos that demonstrate some of the commonly used features.
Adding your own project
To add your own project, simply select the Request a new project link from the homepage and complete the on-line request form.
Before requesting a project of your own, you might find it useful to look at some of the sample projects to see what templates are available:
The following dummy projects are also available and may help you to see how the site can be used:
- Putting a man on the moon
- Researching foraging ants in the Spanish desert
- Redecorate the Brown family home
Exporting project data
The Project Export feature is available to all Projects Website registered users and allows the export to Excel of projects which you are authorised to access.
