The use of online or cloud applications such as Eventbrite, Wufoo, Doodle and Slack to organise events, gather opinions, collaborate and to do more has increased in recent years, partly due to the free versions available. 

However, if you are not paying for the service, it is likely that the company providing it is profiting in another way: by collecting and selling data. If you use these applications, you agree to their terms and conditions and you may be giving away (or asking other users/invitees to give away) personal data. For example, these organisations may pass this data to third parties or use it in any way they like.

Imperial has a responsibility protect personal data in line with the Data Protection Act 2018, based on General Data Protection Regulations (GDPR). Therefore, the Information Security Policy states that services not provided by the university should not be used for Imperial's work.

If you are being asked to use a non-Imperial application by a collaborator, or have a pressing need to use a cloud app for any reason, please contact the ICT Service Desk to help evaluate the risk and work together to identify a solution to fulfil your requirements.

Cloud Service

University service that must be used for work

Cloud survey tools, e.g. SurveyMonkey

Qualtrics survey tool

Cloud storage solutions, e.g. DropBox, iCloud, personal OneDrive

Microsoft OneDrive, see Data Storage and Security

Cloud email, e.g. gmail, hotmail, live.com

Imperial email

Cloud event ticketing, e.g. EventBrite

Eventbrite is not an Imperial Service; however we acknowledge it is a widely used and reputable service for events management. If you choose to use Eventbrite for any university event for internal and/or external guests, you must carefully follow our Eventbrite guidance.

There is currently no equivalent Imperial service doing this.

Cloud collaboration tools, e.g. Slack

Outlook Groups or Microsoft Teams

Cloud form builders, e.g. Wufoo

Microsoft Forms

Cloud meeting schedulers, e.g. Doodle

Use the New Scheduling Poll feature which displays when you create a New Appointment in Microsoft Outlook.

Cloud web conferencing tools, e.g. Webex, Zoom, Bluejeans

Microsoft Teams should be used for meetings involving College attendees. University staff and students may use cloud web conferencing tools when invited to meetings with clients, suppliers, other institutions, etc.

Cloud Kanban boards

Microsoft Planner

Zoom (partially supported)

Microsoft Teams

Read our guidance on the use of Zoom.

Guidance

Do...

  • contact the ICT Service Desk to help find a service to fulfil your needs and for advice on using cloud applications and data protection

Don't...

  • use cloud applications to collect any data considered to be ‘sensitive’ under the Data Protection Act, including a person's racial or ethnic origin, political opinions, religious beliefs, trade union membership, physical or mental health, sexual orientation, and the commission or alleged commission of any offence.