This notice explains how information is used by the University of the South Pacific facility booking website and mobile application. It covers visitors, account holders and people making or managing bookings.
1. Information used by the service
- Identity and contact details such as name, email address, telephone number, account type and information supplied to verify student, staff or alumni eligibility.
- Bookings and event requests, including facilities, dates, attendance, resources, requested activities, quotations, arrival records, changes and cancellations.
- Payment, invoice, receipt, refund and booking-credit records. Saved payment methods include a reference, brand, last four digits and expiry details; the saved-card record does not retain the full card number or security code.
- Support messages, issue reports and attachments you choose to submit. Include only information relevant to the request, and avoid unnecessary personal details about other people.
- Account sessions, security and administration activity, document versions accepted, and information needed to prevent misuse and investigate problems.
- Where device notifications are enabled, an installation identifier, notification delivery token, permission status, preferences and relevant account or guest-booking subscriptions.
2. Why information is used
The service uses this information to manage accounts, check booking eligibility, reserve facilities and resources, review requests, record charges and credit, check arrivals, provide booking updates, resolve support requests and maintain the security and accountability of the service. Information marked as required is needed for the corresponding account or booking action; omitting it may prevent that action.
3. Access and service providers
Authorised staff access records according to their assigned responsibilities and campus or facility scope. Hosting, storage, email and notification services may process information needed to operate the application. Device notification delivery uses Firebase Cloud Messaging when enabled. Service-provider processing locations depend on the University's deployment and provider arrangements.
Private booking links and codes provide access to booking information. Keep them secure. Staff handling a support request may need to verify your identity or booking ownership before disclosing or changing a record.
4. Sessions, location and device choices
The website and app use session or local storage to maintain sign-in, protect forms and retain selections and unfinished booking details. When approximate campus suggestions are enabled, a visitor's public IP address may be sent to a location lookup service to suggest a nearby campus. You can change the selected campus; the suggestion does not determine booking eligibility or prices.
Camera, image/file selection and device notification features use the permissions and controls offered by your device. You can decline optional permissions and adjust notification preferences. Turning off notifications does not remove existing bookings; check the booking record for updates.
5. Payment information
Payment records identify the method and result recorded by the service. If a checkout method is identified as a simulated card payment, use test details only; that method does not make a real bank transaction. Do not send card security codes, passwords or complete card details in booking notes, support messages or attachments.
6. Records and retention
Booking history, financial records, security records and accepted document versions support administration, dispute handling and accountability. Signing out, removing a saved payment method or turning off notifications does not erase those records. Retention and disposal follow the University's applicable records requirements; this notice does not promise automatic deletion after a fixed number of days.
7. Access, correction and questions
- Review and update the profile fields available in your account.
- Use Help & contact in the application, or contact the selected campus's facility team, to request access or correction, ask about retention or raise a privacy concern.
- Provide enough information to identify the relevant account or booking. Staff may request verification before acting on the request.
For student information, the University's Student Privacy Policy also describes access, correction and the formal complaints process. Other applicable University policies can be found in the USP Policy Library.
8. Notice updates
The current notice is available from Privacy in the application. A booking or registration records the document version presented at acceptance, so that version remains available if the published notice changes later.