Portering and Logistics
To request support from the team, such as office or furniture moves, contact the helpdesk at estateshelpdesk@sussex.ac.uk.
- For mail and deliveries, visit the postal services page.
- For residential portering, visit the residences page.
- For waste and recycling, visit the waste services page.
An access card drop-in helpdesk (for support and information about building access keycards) is available at Jubilee Room 34, ground floor next to the main entrance, open weekdays from 8am to 10am and 1pm to 3pm.
Staff ID cards can be collected from the helpdesk during the above opening hours. Photo ID is required upon collecting your staff ID card.
For information on new student ID cards, please visit the Student Hub.
Requesting access on your ID card
Access cards on campus are powered by SALTO, a centralised system that manages access for all staff and students in academic buildings.
New staff members will be issued a single ID card, which also provides access to academic facilities as required. Please ensure you submit a passport-style photo to HR when registering with the University.
For a new or replacement ID card, please visit the online self-service portal (only available via eduroam Wi-Fi or ethernet).
To reactivate an access card that has expired (typically from not being used for a while), simply tap an activation point at the entrance to your building. Most access card readers on building entrances work as activation points.
If you require additional access on an existing card, please complete the form below. The form must be signed by an authorised person from the division or school office and submitted to the Estates team at accesscards@sussex.ac.uk by the person authorising the access. Electronic signatures are accepted.
To request an 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 with access restrictions (e.g. laboratories), please speak to your local reception, administrator or technician.
- Data Protection
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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.
Requesting an office move
If you need support moving furniture and other basic office equipment between two rooms on campus, e.g. for an office move, contact the helpdesk and our porters will assist with getting this done. Requests for new offices or storage space will be directed to the Space Management team to assist.
Support with room setup
Our porters regularly check all general teaching space (GTS) rooms for any issues, however it is the responsibility of the room user to ensure furniture is returned to its usual setup after use.
If you need support with setting up a room for a conference, symposium or similar event, you can contact the team via the helpdesk.