Beacon privacy statement

We handle any personal information we receive through Beacon in accordance with University of Staffordshire  Privacy statements. This page provides additional detail about how we use your personal information to provide and improve your experience and our services.

1. About Beacon

Beacon is the primary student application for University of Staffordshire, offering features like timetables, news, maps, staff directories, and more.

2. Data Collection and Usage

2.1 Automatically Collected Data

When you use Beacon, we collect specific information to operate and improve the app:

• App type (web, Android, iOS)
• App version
• App errors and crashes
• Sign in errors
• Username
• Device name
• App interactions (e.g. log ins, widget clicks, pages views) 

Sensitive data is accessed only by authorised personnel and used to troubleshoot issues or enhance user experience. Wherever possible, data is anonymised and aggregated before reporting. For example: "X students used this feature last month."

2.2 Troubleshooting Logs

You may send additional data to us through the "Send Logs to Developer" option in Settings. These logs are only transmitted when you choose to send them and are used solely for troubleshooting purposes. The logs include:

• Information about the state of the application (e.g., "Does the device currently have internet access?" or "Is the user logged in?").
• Details of requests made to the server.
• Local errors occurring within the Beacon application. These logs do not include errors from other applications or the device's operating system.

3. Data from Other University Systems

Depending on how you use Beacon, the app may connect to other university systems to retrieve information relevant to your experience. Examples include:

• Beacon dashboard - Displaying relevant widget and information based on your profile: user type (student, staff, etc.), location of study, level of study and belonging to specific groups (e.g. distant learners, apprentices, etc.)
• Viewing Timetable – Displaying information from the timetabling system
• Viewing personal tutor and "my lecturers" information – Beacon will connect to the main university database
• Viewing university news – Displaying the latest news events based on your profile
• Viewing virtual ID - Beacon will connect to the main university database to retrieve your records and check eligibility
• Using the Loan Tracker - Displaying loan-related information from the student record system

4. Security Measures

Your data is protected through industry-standard security practices, including encryption and access controls.

5. Chatbot

Beacon's chatbot uses cloud-based AI and machine learning to assist with your requests. The more you interact with Beacon, the better it becomes at understanding and responding to your needs.

5.1 What happens when I send messages to the chatbot?

When you send a message to Beacon, it is sent to the University of Staffordshire’s secure servers. Here’s what happens:

• Your message is processed using systems for intent recognition and natural language understanding to provide an appropriate response.
• We associate your request with your student or staff username to give you access to personalised university services (e.g., accessing specific knowledge bases). 

5.2 How do the messages sent improve Beacon?

Beacon continuously improves through machine learning, which relies on real-world user interactions. Here’s how your messages contribute:

• Training the System: We use pseudonymised requests to train our AI to better understand various phrasing and vocabulary.
• Supervised Learning: Occasionally, an anonymised sample of requests is reviewed by trained staff to correct misinterpretations. For example, if Beacon mistakes a request for "Henrion building directions" as "Mellor building directions," this feedback helps prevent future errors.
• Safeguards: All supervised learning processes are conducted with strict privacy safeguards to protect user data. 

5.3 How do I know when messages are being sent to the cloud?

For Android and iOS devices, you’ll see a timestamp under your message whenever it is successfully sent to the cloud for processing.

6. Visitor Accounts

Visitor accounts are for individuals who do not have a university login but want temporary access to Beacon. These accounts are typically used by visitors attending Open Days, using university facilities (e.g., hiring sports facilities), or participating in short-term events such as business events.

6.1 How to Request a Visitor Account

Visitor accounts can be requested from the login screen of the Beacon app.

6.2 Information Required

To create a visitor account, the following data is required:

• A valid email address:
  • The email is stored securely using a non-reversible hash function.
  • It will not be used for marketing purposes or shared with third parties.
  • Reason for visit (Optional):
    • Providing this information helps display personalised content or services during your visit.

6.3 Account Expiry

Visitor accounts are valid for a limited duration, specified at the time of account creation. Once expired, a new account can be requested if needed.67.4 Privacy and Security

• Data Protection: All visitor data is handled securely and in compliance with data protection regulations.
• Limited Scope: Visitor accounts do not have access to full university services available to enrolled students or staff.

Who can I contact if I have a question?

You can log a call on Solve https://solve.staffs.ac.uk for any queries related to the app.