We process your data for a number of purposes arising from your employment or work, including appointment (e.g. terms and conditions and payment of salary); staff management (e.g. induction, performance appraisal, management of sickness or other absence, merit schemes); discipline or grievance processes; and the provision of services and support (such as counselling, disability support or childcare). We set out below those circumstances where it is necessary for us to process your data. (These circumstances are not mutually exclusive; we may use the same information under more than one heading.)
1. Because we have a contract with you
We need to process your data in order to meet our obligations or exercise rights under the contract of employment or other contractual document relating to your engagement with the University. Information processed for this purpose includes, but is not limited to, data relating to: payroll; your pension; your bank account; your postal address, email address and telephone number; emails sent or received by you or between other members of staff, which are stored on the University’s network; any record of absence; sick pay; annual leave; family leave and pay; emergency contacts; training and development; reward and recognition; teaching and research; disciplinary matters; criminal convictions or barring decisions; health and safety; and security.
2. Where we need to comply with a legal obligation.
We need to process your data in order to meet legal obligations, such as those relating to immigration, health and safety, and equal opportunities. Information processed for this purpose includes, but is not limited to, information relating to tax; national insurance; auto-enrolment for pension; statutory sick pay; statutory maternity, adoption, paternity and shared parental pay; family leave; work permits or immigration status; management of health and safety and equal opportunities monitoring. We are required to disclose much of this data to government departments or agencies.
3. Where it is necessary to meet a task in the public interest
We may need to process your data for purposes related to teaching and research such as academic assessment, examination administration or research related administration. Teaching and research are tasks that we perform in the public interest in order to fulfil our responsibility as a charity for promoting the advancement of learning. Information processed for these purposes includes, but is not limited to: your personal details; records of teaching and research activity; emails sent or received by you or between other members of staff; and funding applications or grants.
4. Where it is necessary to meet our legitimate interests
We need to process your data in order to meet our legitimate interests relating to the governance, management and operation of the University. Examples include, but are not limited to, the following activities:
- Policy development;
- Internal reporting;
- Management of staffing budgets;
- Equal Pay Audits;
- Financial Audits;
- Internal communications;
- Activities arising from your membership of University committees or similar bodies e.g. Congregation;
- Your participation in events and other activities organised in support of the University's alumni relations and development objectives;
- Nominations for external awards;
- University elections;
- Security, including CCTV;
- Maintenance of IT systems, including information security;
- Administration of health and safety; and
- Business continuity
5. Where we have your consent
There may be situations where we ask for your consent to process your data e.g. where we ask you to volunteer information about yourself by taking part in a survey, or where we ask for your permission to share sensitive information.
6. Where it is necessary in order to protect your vital interests or the vital interests of another person
There may be circumstances in which it is necessary for us to process your data to protect an interest which is essential for your life or that of another person or where the processing serves important grounds of public interest and your vital interests for example humanitarian purposes which may include monitoring epidemics and their spread or in situations of humanitarian emergencies.
If you fail to provide personal information under F1 or F2 above
If you fail to provide certain information when requested under the circumstances described in F1 and F2 above, it may impair our ability to fulfil our obligations to you, or to comply with our other legal obligations.