Privacy and Cookies Policy

EDINA is a UK national academic data centre, designated by JISC on behalf of UK funding bodies and is based at the University of Edinburgh. We are committed to preserving your privacy.

Please read the following carefully to understand how we use and protect the information obtained from those using the sites or services that EDINA provides ("the Services and the Sites").

This policy (together with any separate terms of use document applicable to any Service) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

For the purpose of the Data Protection Act 1998 ("the Act"), the data controller is the Higher Education Funding Council England, Northavon House, Coldharbour Lane, Bristol, BS16 1QD.

Information we may collect from you

We may collect and process data about you:

  • When you provide us with your personal details (such as your name, telephone number and e-mail addresses) by registering to use any Service, registering as an institutional service representative, when you fill in any forms on any Site, when you report a problem to us or if you submit an enquiry to us relating to any Site or Service.
  • When you respond to any surveys which, for research purposes, we may ask you to complete.
  • From your usage of any Site or any Service and data that you post on any Site or Service, e-mail to us or send to us.

Use of your information

We use your information:

  • To enable us to supply you with the Services and information which you have requested.
  • To ensure that the Services, and any other content from any Site, is presented in the most effective manner for you and for your computer.
  • To contact you about resources you have deposited within a Service.
  • To analyse the information we collect for service usage purposes and so that we can administer, support, improve and develop the Sites and the Services.
  • To provide you with information, products or services which we feel may interest you, where you have consented to be contacted for such purposes.
  • To notify you about changes to any Service.

We may contact you by post, telephone, fax or e-mail. If you change your mind about being contacted in the future by any of these means, then please let us know.

Storage of your information

Where we have given you (or where you have chosen) a password which enables you to access any Service or certain parts of any Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Disclosure of your information

Authorised personnel within EDINA will be able to access the information that you provide to us. We may also disclose your information to your own institution, to JISC, to third party service data providers or to any other third party if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply any terms of use applicable to any Service; or to protect the rights, property, or safety of EDINA, the University of Edinburgh, our users, or others.

Unless required or permitted to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

IP addresses

We may collect information about your computer, including where available your IP address, operating system and browser type, for the purposes of system administration and service usage analysis. This information is statistical data about users' browsing actions and patterns and is not used to identify any individual. However, this information may be used by your own institution for usage analysis purposes.

Cookies

The Services and Sites use cookies to distinguish you from other users. We may obtain information about you, your computer and your general internet usage by using cookie files which are stored on your device. A cookie is a small file of letters and numbers that we store on your device if you agree. We use this information to track your movements through the Site and to find out how the Site is being used. Cookies are used for service resilience and session persistence and enable us to:

  • To estimate our audience size and usage pattern.
  • To recognise you when you return to any Site.
  • To store information about your preferences, and so allow us to customise the Site according to your individual interests.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of the Site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to use any Service.

Further detailed information about the cookies we use and how to refuse cookies.

Security

We employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction or damage.

Please help us keep our records updated by informing us of any changes to your e-mail address and other contact details.

Changes To Our Privacy Policy

We may amend this privacy policy from time to time. If we make any substantial changes we will notify you by posting a prominent notice on the relevant Sites.

Your Rights

You have the right to ask for a copy of the personal information about you which is held by us in our records, in return for which we are permitted to charge a small fee.

The Sites may, from time to time, contain links to websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Contact Us

If you have any queries concerning your personal information or any questions on our use of the information, then please contact the EDINA helpdesk at edina@ed.ac.uk.

EDINA Cookies Policy

Types of Cookies We Use

We use several types of cookies for a range of reasons across EDINA services and sites. Some are essential, while others you can opt out of or block. Opting out or blocking some cookies may affect the functionality of the services and sites.

Some of the cookies we use are essential to the performance of the services and sites, while others are not. We want to be open in the way we use cookies, and to help you make informed choices about the information you provide to us and third parties when you visit our website.

"A cookie is a small file, typically of letters and numbers, downloaded on to a device when the user accesses certain websites. Cookies are then sent back to originating website on each subsequent visit. Cookies are useful because they allow a website to recognise a user's device".
From the Information Commissioner's Office guidance on use of cookies

Why and how we use cookies

There are broadly four reasons why a cookie might be stored on your device when visiting EDINA services and sites:

  • Cookies that make the website work properly for you and enable you to make use of the secure online services that we provide;
  • Cookies that collect data about your use of the website which is then anonymised and used to help us improve our online services
  • Cookies that remember your preferences and make the site easier for you to use
  • Cookies that are placed by third party services we make use of to enhance the information we present online. We have no control over these third party cookies.

These cookies are placed on your device either by EDINA or by the third parties whose services we use as part of the website.

Some cookies are retained in your browser for only as long as you visit our website, while others persist for a longer specified or unspecified period.

Cookies set across the EDINA Services and Sites

How to block cookies

You can restrict or block cookies which are set during your use of the website by changing your browser's settings. Some pages may not work if you completely disable cookies, but many third party cookies can be safely blocked.

Check information in your browser's help section for specific instructions on how to manage cookies. Alternatively, websites such as "All About Cookies" provide comprehensive guidance.

Guide to managing cookies - All About Cookies website

Strictly necessary cookies

Some cookies we place on your browser ensure that EDINA services and sites delivers you information and services securely and optimally. You must accept these cookies to be able to make use of our online systems.

Strictly necessary cookies we use

Functionality cookies

Some cookies enable websites to remember choices their users make, for example, user name, language or text size. These cookies are known as "functionality cookies" and help to improve a user's experience of a website by providing a more personalised service.

Functionality cookies we use

Performance cookies

We use a number of tools that monitor visitor behaviour on our website to help us improve our information and services.

The tool we use most consistently is Google Analytics. Anonymous data about your visit is collected and amalgamated with that of other visitors so we can better understand how people use our website.

You can opt out of providing us with this information if you wish, with no impact on your experience of our website.

Performance cookies we use

Opt out of providing us with website usage data via Google Analytics

Third party cookies

Some EDINA services and sites use third party services or software, such as maps, online videos or social networking features. Many of these services may set cookies on your device.

In line with new EU regulations, we are working to change the way our website works and actively get your consent for these cookies. At present this consent process is not in place.

However, you can block or remove cookies yourself by altering the settings of your browser. Blocking these cookies is unlikely to impact on your experience of our website.

How to block third party cookies

Cookies set across the EDINA Services and Sites

Strictly necessary cookies

Some cookies we place on your browser ensure that EDINA Services and Sites deliver you information and services securely and optimally. You must accept these cookies to be able to make use of our online systems.

Cookie Cookie name(s) Data stored When does it expire? Description
Session ID JSESSIONID, PHPSESSIONID, ASPSESSIONID, etc A random unique number or string of letters and numbers.

A session cookie is required to follow your progress through the Services and Sites. It is essential to ensure that any information you enter or routes you take are remembered by the Services and Sites. Without this cookie, every page you visited would treat you as a completely new visitor.

This cookie does not identify you personally and is not linked to any other information we store about you.

Session ID Cookies used by EDINA Services and Sites

http://en.wikipedia.org/wiki/Session_ID

Load balancer NSC_ A random unique number or string of letters and numbers. The cookie is deleted when you close your web browser.

EDINA uses more than one server to provide web pages. When you visit the Services and Sites, you are assigned to one of several servers. This cookie is required to track which server you are communicating with in order to present a consistent user experience and remember information about the data you have entered.

This cookie does not identify you personally and is not linked to any other information we store about you.

Load balancer Cookies used by EDINA Services and Sites

Shibboleth shibsession_ A hex number. Expires at end of session This cookie is stored to allow Shibboleth authentication to function. Any EDINA service that uses UK federation authentication will set this cookie.
Shibboleth _shibstate_hex no> Encoded URL Expires at end of session This cookie is stored as part of Shibboleth authentication. The stored URL controls a redirect destination. Any EDINA service that uses UK federation authentication will set this cookie.
Digimap Digimap ID A hex number which identifies a Digimap session file. Deleted when you close your browser The Digimap ID session file contains user specific authorisation information and a timestamp which is used for session expiry. The information is used to decide which sub-parts of the Digimap service are accessible on a per user basis. It is also used to log user actions inside Digimap. Users are identifiable as Digimap required individual registration.
OpenDepot.org Eprints_session A random unique number or string of letters and numbers. The cookie is deleted when you close your web browser

A session cookie is required to follow your progress through the service. It is essential to ensure that any information you enter or routes you take are remembered by the website. Without this cookie, every page you visited would treat you as a completely new visitor.

This cookie does not identify you personally and is not linked to any other information we store about you.

Digimap for Schools DIGIMAPSCHOOLSID A random unique number or string of letters and numbers. The cookie is deleted when you close your web browser

A session cookie is required to follow your progress through the service. It is essential to ensure that any information you enter or routes you take are remembered by the website. Without this cookie, every page you visited would treat you as a completely new visitor.

This cookie is read every time a request is made to a protected URL so that the user's authorisation status can be confirmed.

This cookie does not identify you personally and is not linked to any other information we store about you.

Digimap for Schools DIGIMAPSCHOOLSPROVIDERID A character string identifying the shibboleth IDP of the school The cookie is deleted when you close your web browser
UK Data Service Census Support UKBORDERSID A character string that identifies a session file Expires at end of session Maintains a unique ID for the session that is mapped to a session file created on the server file system. The session file contains the authorisation status of the HTTP session, including the Census-registered special conditions for access to various Census data sets. This allows other applications (such as Thematic Mapping) to interrogate the session file.
secure.edina.ac.uk edina_selfreg_session string 2 hours Used to maintain the users session in to the Statistical Accounts Self Registration system, enable access for individual subscribers.
secure.edina.ac.uk edinacookiecheck number End of session Used to test that the Statistical Account user has working cookies.
grapevine.edina.ac.uk edina_educational_bookmarks string 2 hours Used to maintain the users Grapevine session.

Performance cookies

We use a number of tools that monitor visitor behaviour on EDINA's Services and Sites to help us improve our performance in provision of information and services. These cookies collect anonymous information on the pages visited.

Cookie Cookie name(s) Data stored When does it expire? Description
Google Analytics __utma A unique identifier that represents your browser, the date of your first visit to the website, the date of your two most recent visits to the website, and the total number of times you've visited the website in the past including today. This cookie expires 2 years after your last visit to the website.

Google Analytics is a web analytics service provided by Google, Inc. ("Google"), to help us see how our website is used. In doing so information about your use of our website, including your IP address, may be transmitted to Google and stored on servers in the United States

The information stored in this cookie is used to identify how frequently the same people revisit the EDINA website, and to detect how long people take between each visit. This information is combined with data from thousands of other users to create an overall picture of website use, and is never identified individually.

This cookie does not identify you personally and is not linked to any other information we store about you.

Google Analytics __utmb, __utmc

__utmb stores the exact time you started your current website visit,

__utmc stores the last time you interacted with the website

__utmb is deleted when you close your browser window

__utmc is deleted 30 minutes after your last visit to the EDINA website.

These cookies are used to detect how long users have spent on the website on this particular visit. This information is combined with data from thousands of other users to create an overall picture of website use, and is never identified individually.

This cookie does not identify you personally and is not linked to any other information we store about you.

Google Analytics __utmv, __utmz A unique identifier that represents your browser and information about the web pages or marketing materials that led you to the EDINA website.

__utmv is deleted 30 minutes after your last visit

__utmz is deleted 6 months after your last visit to the EDINA website.

These cookies are used to detect which traffic sources are driving visits to the EDINA website. Traffic sources can include printed or online marketing materials, or simply other websites.

This information is combined with data from thousands of other users to create an overall picture of website use, and is never identified individually.

This cookie does not identify you personally and is not linked to any other information we store about you.

Cookie to identify returning visitors Is_returning The number 1 and no more detail. This cookie expires 5 years after your last visit to the EDINA Website.

This cookie is used on some pages to identify people who have returned to the EDINA website after visiting before. When you visit some pages on the website, this cookie may be set.

It stores only one piece of information - the fact that you've visited the website before.

This cookie does not identify you personally and is not linked to any other information we store about you.

grapevine.edina.ac.uk NSC_hsbqfwjof.fejob.bd.vl loadbalancer string end of session Set to ensure that for a given Grapevine session, the user sees the same backend server in a load balanced situation.

Functionality cookies

Only one EDINA service sets a Functionality Cookie - these are cookies that are not essential, but enhance your use of our website. They remember choices you make to enhance your experience of the service.

Cookie Cookie name(s) Data stored When does it expire? Description
JISC MediaHub ver number This cookie expires 1 year after your last visit to the service
JISC MediaHub fq-hosted Character string This cookie expires 1 year after your last visit to the service

This cookie is used to store preference information.

This cookie does not identify you personally and is not linked to any other information we store about you.

JISC MediaHub fq-open Character string This cookie expires 1 year after your last visit to the service

This cookie is used to store preference information.

This cookie does not identify you personally and is not linked to any other information we store about you.

JISC MediaHub fq-restricted Character string This cookie expires 1 year after your last visit to the service

This cookie is used to store preference information.

This cookie does not identify you personally and is not linked to any other information we store about you.

JISC MediaHub moving-image Character string This cookie expires 1 year after your last visit to the service

This cookie is used to store preference information.

This cookie does not identify you personally and is not linked to any other information we store about you.

JISC MediaHub still-image Character string This cookie expires 1 year after your last visit to the service

This cookie is used to store preference information.

This cookie does not identify you personally and is not linked to any other information we store about you.

JISC MediaHub sound Character string This cookie expires 1 year after your last visit to the service

This cookie is used to store preference information.

This cookie does not identify you personally and is not linked to any other information we store about you.

JISC MediaHub description-box Character string This cookie expires 1 year after your last visit to the service

This cookie is used to store preference information.

This cookie does not identify you personally and is not linked to any other information we store about you.

JISC MediaHub max Number This cookie expires 1 year after your last visit to the service

This cookie is used to store preference information.

This cookie does not identify you personally and is not linked to any other information we store about you.

JISC MediaHub sortfield Character string This cookie expires 1 year after your last visit to the service

This cookie is used to store preference information.

This cookie does not identify you personally and is not linked to any other information we store about you.

openurl.ac.uk session_instid_0511_directive number 12 hours Used to store the institution chosen by the user in the WAYF for 12 hours for automatic redirection to the appropriate resolver for those users whose IP address in not in a suitable range for this purpose.
openurl.ac.uk perm_instid_0511_directive number 1 year Used to store the institution chosen by the user in the WAYF for a year, for preselecting their institution in the WAYF when the above cookie has expired.

3rd party cookies

Some of EDINA's Services and Sites use third party services or software, such as maps, online videos or social networking features. Many of these services may set cookies in your browser in accordance with their own privacy policies, although many can be blocked by you without impact on your experience. EDINA has no control over these cookies.

Cookie Cookie name(s) Data stored When does it expire? Description
Google Maps SID, SAPISID, APISID, SSID, HSID, NID, PREF Various unique identifiers, except for PREF which stores your options such as preferred zoom level.

Most of the cookies expire 10 years after your last visit to a page containing a Google Map.

The PREF cookie expires 18 months after your last visit to a page containing a Google Map.

Google set a number of cookies on any page that includes a Google Map. While we have no control over the cookies set by Google, they appear to include a mixture of pieces of information to measure the number and behaviour of Google Maps users.

The PREF cookie appears to store information about your preferences regarding the Google Maps service.

In doing so information about your use of our website, including your IP address, may be transmitted to Google and stored on servers in the United States

YouTube SID, LOGIN_INFO, use_hotbox, PREF, SSID, HSID, watched_video_id_list, __utma, __utmz, demographics, VISITOR_INFO1_LIVE Various unique identifiers, as well as login information that may relate to a Google account. Most of the cookies expire 10 years after your last visit to a page containing a YouTube video, although some expire sooner.

Google set a number of cookies on any page that includes a YouTube video. While we have no control over the cookies set by Google, they appear to include a mixture of pieces of information to measure the number and behaviour of YouTube users, including information that links your visits to our website with your Google account if you are signed in to one.

In doing so, information about your use of our website, including your IP address, may be transmitted to Google and stored on servers in the United States

This cookie does not identify you personally unless you are logged into Google, in which case it is linked to your Google account.

SlideShare __utma, __utmb, __utmc, __utmv, __utmz, SERVERID, UID, UIDR, mc Unique numbers that identify your browser and interaction history, and a unique ID that identifies our service. SERVERID and __utmc expire when you close your browser. __utmb expires in 30 minutes. __utmz expires in 6 months. mc expires in 5 years, and the rest expire 2 years after your last visit to a page that contains a SlideShare slideshow.

SlideShare set a number of cookies on any page that includes a SlideShare comment box. While we have no control over the cookies set by SlideShare, they appear to include a mixture of pieces of information to measure the number and behaviour of SlideShare users, including information that links your visits to our website with your Facebook or SlideShare account if you are signed in to one.

This cookie does not identify you personally unless you are logged into SlideShare, in which case it is linked to your SlideShare and/or Facebook account.

SlideShare's privacy policy

The mc cookie set by Quantserve appears to be related to advertising, and may track your behaviour on our website.

Opt out of Quantserve/Quantcast tracking

The UID and UIDR cookies set by Scorecard Research appear to be related to market research, and may track your behaviour on our website.

Opt out of Scorecard Research tracking

Issuu mc Unique numbers that identify your browser and interaction history. mc expires in 5 years after your last visit to a page that contains an Issuu document.

Issuu set a number of cookies on any page that includes a Issuu comment box. While we have no control over the cookies set by Issuu, they appear to include a mixture of pieces of information to measure the number and behaviour of Issuu users, including information that links your visits to our website with your Facebook or Issuu account if you are signed in to one.

This cookie does not identify you personally unless you are logged into Issuu, in which case it is linked to your Issuu and/or Facebook account.

Issuu's privacy policy

The mc cookie set by Quantserve appears to be related to advertising, and may track your behaviour on our website.

Opt out of Quantserve/Quantcast tracking

Google Analytics __utma A unique identifier that represents your browser, the date of your first visit to the website, the date of your two most recent visits to the website, and the total number of times you've visited the website in the past including today. This cookie expires 2 years after your last visit to the website.

Google Analytics is a web analytics service provided by Google, Inc. ("Google"), to help us see how our website is used. In doing so information about your use of our website, including your IP address, may be transmitted to Google and stored on servers in the United States

The information stored in this cookie is used to identify how frequently the same people revisit the EDINA website, and to detect how long people take between each visit. This information is combined with data from thousands of other users to create an overall picture of website use, and is never identified individually.

This cookie does not identify you personally and is not linked to any other information we store about you.

Google Analytics __utmb, __utmc

__utmb stores the exact time you started your current website visit,

__utmc stores the last time you interacted with the website

__utmb is deleted when you close your browser window

__utmc is deleted 30 minutes after your last visit to the EDINA website.

These cookies are used to detect how long users have spent on the website on this particular visit. This information is combined with data from thousands of other users to create an overall picture of website use, and is never identified individually.

This cookie does not identify you personally and is not linked to any other information we store about you.

Google Analytics __utmv, __utmz A unique identifier that represents your browser and information about the web pages or marketing materials that led you to the EDINA website.

__utmv is deleted 30 minutes after your last visit

__utmz is deleted 6 months after your last visit to the EDINA website.

These cookies are used to detect which traffic sources are driving visits to the EDINA website. Traffic sources can include printed or online marketing materials, or simply other websites.

This information is combined with data from thousands of other users to create an overall picture of website use, and is never identified individually.

This cookie does not identify you personally and is not linked to any other information we store about you.

Cookie to identify returning visitors Is_returning The number 1 and no more detail. This cookie expires 5 years after your last visit to the EDINA Website.

This cookie is used on some pages to identify people who have returned to the EDINA website after visiting before. When you visit some pages on the website, this cookie may be set.

It stores only one piece of information - the fact that you've visited the website before.

This cookie does not identify you personally and is not linked to any other information we store about you.

EDINA Cookie Use by Service

The following do not use any cookies:

  • The Keepers Registry
  • UK LOCKSS Alliance
  • CLOCKSS
Service or Site Strictly Necessary Cookies Performance Cookies Functionality Cookies 3rd Party Cookies
AddressingHistory JSESSIONID
agcensus JSESSIONID
Digimap DigimapID Session
JSESSIONID (Ancient Roam) for individual bits
Digimap for Schools DIGIMAPSCHOOLSID
DIGIMAPSCHOOLSPROVIDERID
JSESSIONID
Google analytics Google analytics
Geodoc JSESSIONID Google analytics Google analytics
GoGeo JSESSIONID Google Analytics Google Analytics
JISC MediaHub JSESSIONID Ver
Fq-hosted
Fq-open
Fq-restricted
Moving-image
Still-image
Sound
Description-box
Max
sortfield
Openboundaries JSESSIONID
OpenDepot.org eprints-session
Openstream JSESSIONID - session
Registration
Google Analytics Google Analytics
SALSER Google analytics Google analytics
Sharegeo JSESSIONID
NSC_xxx.
Google Analytics Google Analytics
Shibboleth SP Authorisation _shibsession_<hex>
_shibstate_<hex>
Statistical Accounts of Scotland edina_selfreg_session
edinacookiecheck
Google Analytics Google Analytics
SUNCAT Google analytics Google analytics
Tobar an Dualchais JSESSIONID
UK Data Service Census Support JSESSIONID
UKBORDERSID
UK federation wayf.ukfederation.org.uk
JSESSIONID
_saml_idp
UK MDE JSESSIONID Google analytics Google analytics

Contact us at: edina@ed.ac.uk
EDINA, Causewayside House
160 Causewayside, Edinburgh
United Kingdom EH9 1PR

EDINA is the Jisc-designated national data centre at the University of Edinburgh.

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