Corporate Governance

Data Protection: Staff as Data Subjects

The University needs to process personal information about you as a staff member in order to carry out the administration necessary for your wages, pension, annual leave, job applications etc. 

What Do We Process?

The personal data the University collects from you when you apply for a position and subsequently when you start work includes:

  • Your name,
  • Contact details,
  • Emergency contact details,
  • Date of birth,
  • Country of nationality and birth,
  • Academic qualifications,
  • Previous employment details,
  • Details of any disability,
  • Details of any criminal convictions,
  • Contact details for referees.

This data may be kept both in paper and computer records but is kept securely in both cases, either in locked cabinets or password protected in the case of computer records.

You will be asked by the University to check the data it holds about you and, if necessary, to update that data, every two years but you are also encouraged to contact the Personnel department at any time to update your details if they change.

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Sensitive Personal Data

Some of the data the University processes about you is defined as 'sensitive personal data' under the DPA and must therefore be treated even more carefully in terms of why it needs to be collected and who can have access to it, than the rest of the data processed by the University.  Examples of sensitive personal data are given on the general data protection pages.

The University may hold several examples of sensitive personal data about you e.g. details of your country of nationality and birth and details of your physical and mental health.  This data is requested for specific purposes and will not be used for any other purpose. Sensitive personal data will not be released to a third party without your specific consent unless it is necessary to protect your vital interests or those of someone else.

Equal Opportunities Monitoring

Some of the sensitive personal data collected from you is used for equal opportunities monitoring. The personal data is used to prepare statistics for internal use, e.g. the Board of Governors receives an annual report on equal opportunity matters, and for external agencies, generally the HESA. The University is legally obliged to make these statistics publicly available, which it will do by publishing the statistics on its website.

All statistics are anonymised but, should the numbers being reported be small enough to potentially identify an individual, the figures will not be publicly reported.

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Use of Your Personal Data

Your personal data is collected on application for a post, when you take up that post and subsequently through your time at the University, for the administration of your employment.

It is not possible to know and state every purpose for which your data will be used, but it will only ever be used in relation to University business. To see the current data protection statement for staff, please click here. If you have any queries about how your data is to be used, please contact either the green or the blue team in personnel, or the University's Data Protection Officer, Samantha Hill, on 023 9284 3642 or by email.


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Disclosure of Your Personal Data

The University will not give out your personal details to any third party except where you give written consent for the disclosure or when the University is under a legal requirement to provide information.  For example, the University has to send coded and anonymised data on staff to the Higher Education Statistics Agency (HESA).  This forms your HESA record and contains coded information including ethnicity and disability status. Your record can then be passed on to other bodies with statutory functions in relation to the funding of education. For a full list of these bodies and more information on the uses HESA makes of this information, please visit the HESA website.  The University could also be asked to disclose information if required by the police or other agencies investigating a criminal offence.

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 Your Rights as a Data Subject

The rights you have as an individual under the DPA are set out in the earlier section on data subject rights . If you wish to exercise any of these rights, please contact the University's Data Protection Officer.

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 Retention of your personal data

The University will retain your staff record for 6 years after the termination of your employment with the University.  After this date only those details necessary to identify you and to show that you worked at the University, in which positions and for how long, will be kept.

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Your Responsibilities as a Data Subject

We need you to keep us informed if any of your details change so that we can keep your record up to date.  The Personnel department issues you with a copy of the data they hold on you once every two years and ask you to correct any changes in the details held, but we would encourage you to tell us of any changes in between.

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