Panopto Scheduler

Panopto Scheduler

Privacy Policy for Panopto Scheduler

Last updated: 1 October 2025

1. Introduction

This Privacy Policy explains how Panopto Scheduler (“the application”, “we”, “our”, or “us”) collects, uses, and protects personal information when University College London (UCL) staff members (“you”, “your”) use the application.

Panopto Scheduler is an internal UCL middleware application that allows UCL staff to schedule recordings for their timetable events. The application is hosted and operated within the United Kingdom (UK) and complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR) (also known as the UK Cookie Law).

2. Purpose of the Application

The Panopto Scheduler provides UCL staff with a secure interface to manage and schedule lecture recordings for their modules and events. It integrates with UCL’s Panopto system and UCL’s timetable data to automate and streamline the scheduling process.

The application is available exclusively to UCL staff, and authentication is handled via UCL’s Azure Single Sign-On (SSO) system.

3. Personal Data We Receive

The application does not collect or request any personal data directly from users. When you log in using UCL’s Azure SSO, we receive only the basic information passed through the UCL identity system, which may include:

• Your UCL username or user ID
• Your UCL email address
• Your display name or staff identifier

This information is used solely for the purpose of identifying you within the application and ensuring that you can access and manage the events or modules you are authorised to view.

No additional personal information is collected, stored, or processed by the Panopto Scheduler.

4. Email Notifications

The Panopto Scheduler may send email notifications to UCL staff users to inform them about updates or changes to their scheduled recordings. These notifications are operational and directly related to the service provided.

The system does not use email for marketing, profiling, or analytics.

5. Cookies and Similar Technologies

5.1 Overview

This section explains how cookies are used in the Panopto Scheduler, in compliance with the UK PECR, UK GDPR, and Data Protection Act 2018.

Cookies are small text files that are placed on your device to help a website or web application function properly. Some cookies are necessary for a site to operate, while others are used for tracking or analytics.

The Panopto Scheduler uses only one essential session cookie. This cookie is strictly necessary for the operation of the service and does not require user consent under the UK PECR.

5.2 The Cookie We Use

session

5.3 Purpose and Function

This session cookie:

• Ensures you remain logged in while using the site.
• Maintains security and prevents unauthorised access to your account.
• Enables the application to remember your session state as you move between pages.

This session cookie does not:

• Track your activity across other websites or UCL systems.
• Collect analytics, profiling, or behavioural data.
• Store personally identifiable information within the cookie.

5.4 Legal Basis and Exemption

Under the UK Privacy and Electronic Communications Regulations (PECR), cookies that are strictly necessary for providing a service requested by the user are exempt from consent requirements.

The Panopto Scheduler’s session cookie falls under this exemption, as it:

• Is required for the application to function securely.
• Provides a service that you, as a UCL staff member, have requested.
• Is necessary to comply with security requirements under data protection law.

Therefore, you do not need to provide consent for this essential cookie. However, we are still required under law to provide clear and comprehensive information about how and why it is used, as stated in this policy.

5.5 No Tracking or Marketing Cookies

The Panopto Scheduler does not use:

• Tracking cookies
• Analytics cookies
• Advertising cookies
• Third-party cookies

We do not monitor user behaviour, profile users, or share cookie data with any third parties.

5.6 Managing Cookies

Since the only cookie used is strictly necessary, it cannot be disabled without affecting the functionality of the application. If you choose to block or delete this cookie in your browser settings, you will not be able to log in or use the service properly.

5.7 Transparency Commitment

We are committed to transparency. Should any change be made in the future (for example, the introduction of additional cookies for new functionality), we will update this policy to provide clear information about the purpose, function, and consent requirements of such cookies.

6. Data Storage and Security

The application does not maintain its own database of personal data. Any information required for authentication or scheduling is handled securely through existing UCL systems.

All communications with the application are encrypted using HTTPS. UCL applies appropriate organisational and technical measures to ensure the confidentiality, integrity, and availability of your data in line with UCL’s Information Security Policy and the UK GDPR.

7. Data Sharing

The Panopto Scheduler does not share, sell, or transfer personal data to any third parties. Any user data (such as your UCL username) is only used within UCL systems as required to perform the scheduling service.

8. Your Rights

As a UCL staff member, you have rights under the UK GDPR, including:

• The right to be informed about how your data is used.
• The right to access the personal data held about you (which in this case is minimal and passed through UCL SSO).
• The right to rectification if your data is inaccurate (handled through UCL identity systems).

Since this application does not store additional personal data, most data rights requests should be directed to UCL’s central data protection team.

For more information on your rights, please refer to the UCL Privacy Policy.

9. Contact and Data Protection Queries

For questions or concerns about this Privacy Policy, you may contact:

UCL Data Protection Officer
University College London (UCL)
Gower Street, London WC1E 6BT
Email: data-protection@ucl.ac.uk

10. Updates to This Policy

We may update this Privacy Policy to reflect changes in legal requirements or in the way the Panopto Scheduler operates. Updates will be published within the application interface, and the “Last Updated” date will be revised accordingly.