Identity Privacy Notice
This notice describes personal information processed for NCShare enrollment, identity management, authentication, account provisioning, and access administration.
Duke University operates the NCShare IdP and COmanage, maintains enrollment and identity records for NCShare services, and coordinates privacy requests concerning those records.
Information and sources
The identity services process the following information, as applicable:
- From your home institution: a unique scoped identifier (eduPersonPrincipalName), your official first and last name, your official email address, and optionally your preferred display name.
- From you or an authorized sponsor: optionally, SSH public keys and forms of address you use (e.g., "Ms." or "Dr.").
- Assigned through administration: NCShare identifier, memberships, roles, access approvals, and expiration dates.
- Generated during operation: log fields such as IP address, timestamp, authentication result, requesting service, provisioning events, and administrative changes.
Purposes and disclosures
Identity information is used to administer enrollment and accounts, determine access eligibility, provision authorized services, maintain memberships and permissions, provide account communications and support, and protect service security.
Attributes released or provisioned to a connected service are limited to those reasonably necessary for its authorized function. Information may be transmitted during enrollment, account updates, group synchronization, or account closure, as well as during sign-in.
In addition to operating staff, designated contacts within home institutions may have access to identity data to further manage enrollments, allocations, and troubleshooting of access or service issues.
Information may also be disclosed where required by applicable law or through authorized security incident response.
Identity information covered by this notice is not sold or used for advertising.
Identity record retention
Identity-service retention is separate from research-storage purge rules and backup practices.
| Record category | Retention rule |
|---|---|
| Incomplete or rejected enrollments | Retained indefinitely |
| Active account and membership records | Retained indefinitely |
| Closed or expired account records | Retained in an inactive state for 1 year |
| Authentication and provisioning logs | Retained up to 6 months |
| Administrative audit logs | Retained up to 6 months |
| Identity-system backups | Retained up to 6 months |
Disabling an account prevents access but does not immediately delete its records. Retention may be extended for a documented legal hold, applicable records requirement, or active security investigation.
Questions and privacy requests
Contact info@ncshare.org to ask about identity information or to request access, correction, deletion, restriction, or an available copy.
Identity verification may be required before information is disclosed or changed.
Requests concerning Duke's processing may be escalated to privacy@duke.edu. Removing information needed for account administration may prevent continued access.
This notice supplements the Duke University Privacy Statement for Duke's operation of the NCShare identity services. For the identity processing described here, this notice provides the specific purposes, disclosure limits, and retention practices. If the two notices differ on those practices, this service-specific notice governs to the extent permitted by applicable law. Broader purposes described in Duke's statement do not, by themselves, expand the uses described here.
Other institutions' processing remains subject to their applicable notices and obligations.