Privacy Policy

Introduction:

NoteSpace is a student-led initiative, created by students for students at the University of Birmingham. We're committed to safeguarding your privacy. This policy outlines how we collect, use, and store your personal data when you use our app or interact with our team.

This version of NoteSpace is a rebuild of the original system by Kevin Titus. Credits to the original student team for their foundational work.

Credits

NoteSpace was a team initiative and wouldn't have been possible without the input of the following people:

• Jessica Greene
• Elita Tuscano
• Sonali Patel
• Rowan Bithal
• Toby Brocas
• Lucas Brain

Topics:

• What data do we collect?
• How do we collect your data?
• How will we use your data?
• How do we store your data?
• Your data protection rights
• Changes to our privacy policy
• How to contact us

What data do we collect?

NoteSpace will collect the following data:

• Personal identification information:
  • Full name (forename, surname)
  • Username
  • Password
  • Email address
  • Account creation date
  • Account modification date
• User accessibility preferences:
  • Font size
  • Theme
• User booking details:
  • Start time
  • End time
• Previous booking history:
  • Rooms booked
  • Length of sessions
• Booking check-in details:
  • Check-in time
  • Check-out time
• Background technical data:
  • Device type
  • IP address

NoteSpace will collect the following data, should users choose to provide it:

• Profile photo
• Images related to user complaints

For any additional data collected in the future, NoteSpace will provide updated information and obtain user consent as required.

How do we collect your data?

We collect data when you:

• Create an account within our app
• Create a practice room booking
• Provide feedback or register a complaint via in-app forms
• Interact with our app, which may use cookies or similar technologies

How will we use your data?

NoteSpace collects your data to:

• Improve the functionality and user experience of the app
• Communicate important updates or respond to feedback
• Analyse user interactions with the app to calculate individual user practice statistics, previous booking history, and individual room statistics
• Analyse app usage to enhance project development

We will not share your data with third parties outside our project unless required by the university for evaluation or compliance.

How do we store your data?

NoteSpace securely stores your data using university-approved tools and services, such as:

• Cloud-hosted services with encrypted storage
• Restricted access to project repositories and databases

Data will be retained for the duration of the project module and deleted upon completion.

Your data protection rights

As a user, you are entitled to the following rights:

• Right to access: Request a copy of your data
• Right to rectification: Request corrections to inaccurate data
• Right to erasure: Request deletion of your data under certain conditions
• Right to restrict processing: Request limitations on how your data is used
• Right to object: Object to specific uses of your data
• Right to data portability: Request transfer of your data to another service

To exercise any of these rights, contact us at notespace@titusk.me.

Changes to our privacy policy

NoteSpace regularly reviews this privacy policy to ensure compliance and accuracy. Updates will be shared in-app. This policy was last updated on 12th March 2025.

How to contact us

If you have questions about this privacy policy or your data, contact us at notespace@titusk.me.

Contact the appropriate authority

If you wish to report a complaint or feel that NoteSpace has not addressed your concern satisfactorily, you may contact the Information Commissioner's Office (ICO):

• Website: https://ico.org.uk
• Phone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF