Privacy Notice

About Us

This Privacy Notice explains the nature of the personal information that the University of Reading processes for the purposes of the provision of the Finds hub.

The University of Reading (We or Us) are data controller in respect of the information that is collected via this website and that We process about you.  Our contact details are The University of Reading, Information Management & Policy Services, Whiteknights House, Pepper Lane, Whiteknights, Reading, RG6 6UR, UK. Tel: +44 (0) 118 987 5123.

This notice explains what personal information We collect, hold and share in support of these purposes and your rights in respect of the data We hold about you.

Your privacy is important to Us, so if there is anything in this privacy notice that is unclear or you do not understand, please contact Our Data Protection Officer at:

This Privacy Notice explains how data collected, how it is used, your rights and who is responsible for your data.

Data We collect about you

To manage its operations effectively, provide services to you, and meet certain legal requirements, We need to collect, record, store, use, share, retain and destroy (this is known as ‘processing’) your personal data.  As part of managing your relationship with Us, We will collect and process a number of different types of personal data.

We collect the below categories of personal data directly from you:

  • Name and email address.
  • Username
  • Internet Protocol (IP) addresses from which the Finds hub website is accessed.

for the below purposes:

  • To register you with Finds hub
  • To administer your Finds hub account
  • To communicate with you about the Finds hub and Boundary Objects project
  • To send email messages to you highlighting a particular aspect of our research, announcing new features, or explaining changes to the system.
  • To monitor how people use our website, and aggregate general statistics about users and traffic patterns as well as data about how users respond to various site features.

This includes recording:

  • When you log in.
  • Pages you request.
  • Classifications you make.
  • Other contributions, such as posts on discussion forum.

If you register and log in, the logs associate these activities with your username. Otherwise, they are solely associated with your IP address. In order to collect this data, we may use software such as Google Analytics that collects statistics from IP data. This software can determine what times of day people access our site, which country they access the websites from, how long they visit for, along with technical details of their computer (browser, screen type, processor).

Automatic data collection

In some areas of our site, a cookie might be placed on your computer. A cookie is a small file that resides on your computer that allows Us to improve the quality of your visit to our websites by responding to you as an individual.

We use cookies to identify which pages are being used and improve our website. We only use this information for statistical analysis purposes, they are not shared with other sites and are not used for advertisements.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, if you choose to decline cookies from the Finds Hub then functionality, including your ability to log-in and participate, will be impaired.

Cookies used by this site are listed below

Cookie Purpose
_ga Google Analytics
_gat Google Analytics
_gid Google Analytics
.AspNetCore.Antiforgery.* ASP.NET Core anti-forgery
Identity.Application- Authentication (not used if user is not logged in)
cookieconsent_status Stores agreement to use of non-essential cookies

Our lawful basis for uses of your data

Under data protection laws We must have a legitimate and lawful basis for processing your personal data. There are several lawful grounds within data protection law that apply to the different data that We are processing, and these are explained below:

  • Data collected as part of managing our relationship with you, and for internal record keeping, will be necessary for the purposes of entering into, or the performance of, a contract or agreement or where it is in our legitimate interests to deliver the services of the Finds hub project, or for the performance of our public tasks for research purposes.
  • Data retained for the purposes of monitoring engagement with the Finds hub project and for analytics and statistical research, security monitoring and reporting purposes is processed on the basis of our legitimate interests or for the performance of a public task in the public interest.
  • When you register your email details you consent to receiving communications from the Finds hub project. You can 'opt out' of communications from the Finds Hub at any time by deleting your account

Who We share your data with

If you register with the Finds Hub, We ask you to create a username and supply your email address. Your email address is not visible to other users, but others will see your username in various contexts. Notably, your username is associated with any classifications or other contributions you make, including on comments submitted to the discussion forum hosted by the Finds Hub. You may optionally provide your real name as the username to be included.

We will never release email addresses to third parties without your express permission.  We will also never share data We collect about your use of the site unless (a) it cannot be associated with you or your username, and (b) it is necessary to accomplish our research goals. Specifically, We may share your anonymized data with research study participants, other researchers, or in scholarly work describing our research. For example, We might use one of your classifications as an illustration in a paper, show some of your classifications to another user to see if they agree or disagree, or publish statistics about user interaction.

Please be aware that contributions you make to the discussion forum pages are widely available to others.

Retention of your data

Your personal data will be held until you advise Us that you no longer wish to be involved in the Finds hub project or delete your account[I1] [CF2] [I3] . We may send you a limited number of emails to confirm you still wish to hear from Us and to confirm your continued interest in the project.

How We protect your data

Your personal information is stored securely by the University and our staff are trained about the secure handling of personal information. We may also use third party providers to deliver our services, such as externally hosted platforms, software or cloud providers. Were We to do this, We have measures and terms in place with those providers to ensure that they also protect your data.

Keeping your Information up to date

The accuracy of your information is important to Us. You can update your information, including your address and contact details, at any time by contacting:

Your rights

Under data protection law you have the right to:

  • Withdraw your consent where that is the legal basis of our processing
  • Access your personal data that We process
  • Rectify inaccuracies in personal data that We hold about you
  • Be erased, that is your details to be removed from systems that We use to process your personal data
  • Restrict the processing in certain ways
  • Obtain a copy of your data in a commonly used electronic form; and
  • Object to certain processing of your personal data by Us

Please see the ICO website for further information on the above rights:

If you would like to exercise your rights, or have any concerns regarding how We have handled your personal information please contact our Data Protection Office at

Some rights are dependent on the lawful basis for processing your information. If We have legitimate grounds to not carry out your wishes, these will be explained to you in response to your request.

You also have the right to complain to the Information Commissioner's Office.

Questions about this notice

If there is anything in this notice that you are unclear about, please contact our Data Protection Officer, on the contact details below, who shall be happy to answer any queries you may have concerning this privacy notice or the way in which We process your personal data.

By mail: University of Reading, Information Management & Policy Services, Whiteknights House, Pepper Lane, Whiteknights, Reading, RG6 6UR, UK

By email:

By phone: 0118 378 8981

Complaints can be referred to the Information Commissioners Office, the independent body who oversee Data Protection compliance in the UK.

Changes to this notice

We keep our privacy notice under regular review to ensure best practice and compliance with the law. This privacy notice was last updated on 08 October 2021.

We may change this privacy notice from time to time. If We make significant changes in the way We treat your personal information We will make this clear on our website and may seek to notify you directly.