Privacy Information for Staff, Job Applicants and Other Working at the University

   
   

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This privacy notice applies to current and former employees, workers, contractors, honorary position holders, volunteers and visiting lecturers. It explains how we'll process your personal data. This notice does not form part of any contract of employment or other contract to provide services.

What information do we hold?

We hold a range of personal data about you, some of which you provide to us directly and some of which we receive from third parties.

Here are some examples of types of personal data we hold:

  • Personal details such as name, title, date of birth, gender, martial status and dependents
  • Contact details such as address, telephone number and personal email address
  • Next of kin and emergency contact information
  • National Insurance Number
  • Bank account details, payroll details and tax status information
  • Salary, annual leave, pension and benefits information
  • Location of employment or workplace
  • Recruitment information (including copies of qualifications, right to work documentation, driving license references and other information included in a CV or cover letter or as part of the application process)
  • Employment records (including job titles, work history, working hours, training records and professional memberships)
  • Immigration information (for example passport details and language proficiency)
  • Performance information
  • Disciplinary and grievance information
  • CCTV footage and other information obtained through electronic means such as swipecard records
  • Information about your use of our IT systems
  • ID card image and photographs

We may also collect, store and use the following "special categories" of more sensitive personal information:

  • Information about your race or ethnicity, disability, age, religious beliefs, gender reassignment, sexual orientation, political opinions, marriage and civil partnership and pregnancy and maternity
  • Trade union membership
  • Information about your health, including any medical condition, health and sickness records
  • Information about any criminal convictions, offences and barred list status

How do we use it and why?

We process your personal data to help us to effectively administer the employment relationship between you and the University.

We only process data for specified purposes and if it is justified in accordance with data protection law. The table below lists the various reasons why we process personal data and the justification for it.

Some processing of your personal data is justified on the basis of contractual necessity. In general this applies to personal data you provide to us at when you first start working for us and throughout the duration of your employment with the University. It's to manage the employment relationship and to monitor performance

Without this information we wouldn't be able to employ you and follow the law, assess your application, offer you work with the University or make reasonable adjustments. Some personal data is also required to fulfil our legal obligations (for example, immigration or HMRC).

Why we process your data
 Purpose Legal basis and justification
To make a decision about your recruitment or appointment Necessary prior to entering into an employment contract and to comply with Employment Law
To determine the terms on which you work for us Necessary for the performance of the employment contract and to comply with Employment Law
To allocate and manage work responsibilities Necessary for the performance of the employment contract and to comply with Employment Law
To pay salary, tax and pension contributions and process associated benefits Necessary for the performance of the employment contract and to comply with Employment Law
To manage performance and conduct Necessary for the performance of the employment contract and to comply with Employment Law
To manage training and development needs and opportunities Necessary for the performance of the employment contract
To monitor equality, diversity and inclusion Necessary for our legal obligation to promote an inclusive work environment and to comply with Employment Law and our other legal obligations
To implement and ensure compliance with University policies Necessary for the performance of the employment contract, and to comply with University policy, Employment Law and ICO Code of Practice
To assess and manage fitness and capability to work and manage sickness absence Necessary for the performance of the employment contract and to comply with Employment Law
To manage regrading and promotion processes Necessary for the performance of the employment contract and to comply with Employment Law
Providing management information and testing functionality of HR system developments Necessary for the performance of the employment contract, to comply with Employment Law and our legitimate interests to ensure HR systems operate securely and efficiently and, also, to inform management decisions
To communicate with you as an applicant (including to survey you about your experiences) and during your employment Necessary for the performance of the employment contract and to comply with Employment Law and our other legal obligations and our legitimate interest in consulting with staff and raising awareness of initiatives and opportunities
To provide you with employment related benefits Necessary for the performance of the employment contract
To liaise with your pension provider Necessary for the performance of the employment contract and to comply with Employment Law
To sponsor international staff to work in the UK Necessary for the performance of the employment contract and to comply with Employment Law and our other legal obligations
To check right-to-work status and support visa applications Necessary for the performance of the employment contract and to comply with Employment Law and our other legal obligations
To gather evidence for possible grievance or disciplinary hearings Necessary for the performance of the employment contract and to comply with Employment Law
To make decisions about your continued employment or arrangements for the termination of our working relationship Necessary for the performance of the employment contract and to comply with Employment Law
To provide references on request Necessary for the performance of the employment contract or where consent has been given
To assess suitability and eligibility to undertake work at the University (including pre-employment checks) Necessary for us to engage with your on the process of establishing a contract (contractual necessity) and in our legitimate interest

There may be other processing in addition to the above. This is done on the basis of our policies and we'll inform you  at the time when the data is obtained or as soon as possible afterwards.

Where the basis of processing your personal data is contractual necessity and you don't provide us with the personal data needed, the University may not be able to fulfil its employment contract with you (such as paying you) or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).

How we use particularly sensitive personal information
PurposeLegal basis and justification
We use information relating to your health to make decisions regarding reasonable adjustments Processing of health-related data is necessary so that we can meet our obligations in the field of employment law
We use information about your race or ethnicity, religious beliefs, sexual orientation and political opinions to conduct equal opportunities monitoring Necessary for our legal obligation to promote an inclusive work environment and to comply with Employment Law and our other legal obligations
We use trade union membership information to pay trade union premiums, register that status of a protected employee and to comply with employment law obligations Processing is necessary so that we can meet our obligations in the field of employment law
We use information about your criminal convictions, reprimands and cautions where the law allows us to do so and if it is appropriate given the nature of the role to assess your suitability to carry out the work for which you are being engaged Processing is necessary in the public interest and so we can meet our obligations in the field of employment law

What information do we get from third parties?

Sometimes we recieve your data from third parties. The following table lists what information we may receive from them.

Who we get data from
SourceData we may receive from them
Vacancy Manager (Stonefish) Your application and recruitment record
Home Office (UKVI) Your immigration status
Occupational Health Service, GPs/Medical Practitioners Medical, accessibility related and similar information (we only obtain this information from third parties if you give us consent to do so)
Relevant professional body (for example the GMC or NMC) Your professional registration status
University DBS provider (GBG plc) Your criminal record and barred list status
External Training Providers Training and development information
External Assessment Providers Psychometric testing and assessment outcomes
Other employment agencies Personal and contact details, your application and CV
Former employers Your previous employment record

Who do we share it with?

Sometimes may need to share your data, including sensitive personal data. The following table gives examples of this kind of data sharing.

Who we share data with
RecepientWhat data we might share with them
Line managers Contact details, employment details, attendance, planned workload, performance, conduct, training and development information for the performance of the employment contract and health information to fulfil our duty of care and where necessary for the implementation of reasonable adjustments and/or the provision of additional health information
Our administrative and support staff Contact details, employment details, planned workload, immigration details, attendance, training, and development and progression information. Health information only where necessary for the implementation of reasonable adjustments and/or the provision of other support
Trade Unions Information relating to an employment relations matter
Investigation officers, hearing panel chairs and members, external solicitors, employment tribunals and ACAS Personal information relating to conduct, performance and employment
Third-party organisations who process personal data on our behalf, such as training providers, assessment providers and employment surveyors Name, contact and employment details
Third-party organisations to whom a potential TUPE transfer is being made Employment contract terms and conditions and associated benefits (full employee liability information)
Official bodies to which the University is obliged to report, for example HESA  and the Office for Students, or their agents Information supplied as necessary to fulfil the University's reporting obligations to these bodies. This may include relevant special category data
Future employers Personal information relating to conduct, performance and employment, where we are asked for a reference
Professional development course tutors Course attendance lists and contact details
Government agencies such as UK Visa and Immigration Office and the Home Office Contact details, passport details, salary and other employment basis details for example fixed term or permanent contract status
University DBS providers (GBG plc) Name and contact details
University pension schemes (such as USS, CRSP, SPAS and the NHS) Personal information including contact details and salary and pension contribution details
HMRC Contact, pay and benefit details
Professional regulatory bodies where you are professionally registered Contact details, attendance and performance and conduct information
Information Systems department All personal data held electronically (for back ups and for the development of new systems)
Internal Audit Service Any personal data necessary for continued operation of internal controls and/or for the prevention, detection and investigation of suspected fraud or irregularities
UNNC (Ningbo campus) and UNMC (Malaysia campus) Contact details and performance details
The police (this will only be shared on request and where there is a legal basis for doing so) Information will be supplied as necessary in order to fulfil the University’s legal obligations with respect to the prevention and detection of crime

When do we transfer data overseas (outside of the European Union)?

As shown in the table above, we will only share your data outside of the EU if you are assigned to work at UNNC and or UNMC during your employment, on the grounds that such data transfer is necessary for performing our contract with you. Data Transfers to Malaysia and China campuses are subject to data sharing agreements which contain the EU Model Clauses.

How long do we keep your data?

The University will only keep your personal data for as long as necessary to fulfil the purposes for which we collected it. Details of retention periods for different aspects of your personal information are available in our Retention Schedule.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Usually employment-related personal data will be kept for approximately six years after the end of your employment. This retention period is linked to contract law dispute legislation. Personal data held in connection with health and safety may be retained indefinitely in view of the lifelong potential for Personal Injury (PI) claims to be submitted against the University.

Where can I get more information?

If you have any questions about this policy, please contact the data protection team.

We will keep this privacy notice under regular review and we will place any updates on this web page. This privacy notice was last updated on 15 May 2018.

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University of Nottingham

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telephone: +44 (0) 115 951 5151
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