# GridPP Imperial College IAM PreProd Privacy Notice This notice, the GridPP Imperial College IAM PreProd Privacy Notice, is effective from *10th Feb, 2026*. The GridPP Collaboration was formed to cater for the substantial computing demands of the Large Hadron Collider experiments, representing the UK in the Worldwide LHC Computing Grid (WLCG). It now caters to a range of disciplines that have taken advantage of the computing resources offered by GridPP and related collaborations. Imperial College is a member of GridPP. The GridPP Imperial College IAM (Identity and Access Manager) PreProd server provides an Authentication and Authorization Infrastructure (AAI) solution to GridPP supported communities. The IAM acts as a proxy service, allowing collaborators of GridPP supported communities access to GridPP and and by extension WLCG and other grid-type services. ## General Principles GridPP considers it important to process only such personal data as is required for the proper functioning of GridPP and related grid-type services. The personal data detailed below is collected for the purposes of identification, authentication, authorisation, access control, accounting, billing, resource management and information security. The legal basis for processing this data is for the purposes of the legitimate interests pursued by GridPP and the science communities that GridPP supports in order to provide IT services to its users. ## What personal data is collected from you and why? ### 1. Registration When you register with GridPP Imperial College IAM PreProd to use GridPP and by extension WLCG and other grid-type services, the following data may be collected and associated with your account: - Personal Name - Professional email address - Employing institute - Science community affiliation and validity dates - Science community groups and roles - Professional address and telephone number - One or more non-reassigned, unique personal identifier - for example, the Subject Distinguished Name (DN) from your personal certificate, or your federation account eduPersonUniqueId. This data is necessary for security and accounting purposes to uniquely and properly identify and authenticate you when creating an account for subsequently accessing GridPP services. ### 2. Access When you access GridPP and WLCG services and other grid-type, log records of your access to and actions on grid resources are created. These records may contain: - your unique identifier(s) (as described in 1, above) - your science community group(s) and role(s) - the network (IP) address from which you access the services - the date and time of access - details of actions you perform In combination with the registration data above, these log records are necessary to meet the reliability and security requirements of grid services and for resource management purposes. This includes authentication, authorisation, accounting, security incident handling, assisting in the analysis of reported problems and for contacting you if a problem is identified with your account. ## For how long will your Personal Data be kept? Access logs and accounting records are kept for up to 18 months before being anonymised or deleted. GridPP will keep your user registration data for as long as you remain a registered member of your Science Community plus the maximum accounting record retention period. In order to enable GridPP to support the user employment life cycle, e.g. to confirm your identity when you return after a period of absence, and unless you explicitly request otherwise, GridPP may keep your registration data for up to 36 months after you leave. ## How your personal data is protected? The GridPP Imperial College IAM PreProd is committed to following the REFEDS Data Protection Code of Conduct. Your personal data will be protected according to the Code of Conduct for Service Providers found at https://refeds.org/category/code-of-conduct/v2, a common standard for the research and higher education sector to protect your privacy. Your personal data is protected against unauthorised disclosure, modification or deletion, by technical and organisational measures, including during transfer as described below. ## Who has access to your personal data? GridPP Imperial College IAM PreProd will make your personal data accessible only to those authorised by GridPP and the WLCG and other grid-services you choose to access, and only for the purposes described above. ## To whom do we transfer your data? Your personal data may be transferred only to the following parties, and only as far as is necessary to provide grid services that you make use of: - Grid computing providers for your Scientific Community where necessary for the provisioning, operation and security of grid services - trusted third parties for the purposes of security incident response Other transfers are not allowed except where legally required. ## What rights do you have related to our processing of your personal data? You have the right to access a copy of the personal data we hold about you and you may request that we: - rectify them if inaccurate - cease their processing - delete them. If your request is not admissible, we will write to tell you of this including the reasons why. Changes to, or removal of, personal data may limit your access to grid services. Please make your request using the contact details given below. ## What legal basis do we use for processing your personal data? We use legitimate interest as the legal basis for processing data as it is reasonable to expect that we process such data for the purpose of providing you with grid services in a safe and secure manner. ## Who to contact if you have a query about this privacy notice? - Contact Email (GridPP Imperial College IAM Support Team): [lcg-site-admin@imperial.ac.uk] with subject "ATTN: Privacy Policy" The GridPP Imperial College IAM PreProd is operated by the eScience Group in the Department of Physics at: ``` GridPP IAM Support Team HEP Computing Support Physics Department Imperial College London United Kingdom ``` ## How to complain to a supervisory authority. Details of the Imperial College Data Protection Officer and your right to raise issues are available at: https://www.imperial.ac.uk/admin-services/governance/policies-and-guidance/contact-us/. The applicable jurisdiction for GridPP Imperial College IAM PreProd is the **United Kingdom of Great Britain and Northern Ireland (GB-UKM)**. ## Source and copyright This work, the “GridPP Imperial College IAM PreProd privacy notice" was adapted to match the GridPP Imperial College IAM PreProd use case from the IRIS IAM privacy policy (https://stfc.github.io/IAM-Docs/policies/iris-privacy/). It is licensed under a "CC BY-NC-SA 4.0" (see: https://creativecommons.org/licenses/by-nc-sa/4.0/) license.