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Privacy Notices - Staff

Please see below for UCLan’s Staff privacy notices.

For more details please contact the Information Governance Manager

 

Human Resources Privacy Notice for Employees

On behalf of your employer, HR collects and processes data about you for normal employment purposes. The information held and processed concerning you and your employment will be used to enable the University to manage its relationship with you effectively, lawfully and appropriately, during the recruitment process, during your employment, at its end and after you have left.

HR collects and processes a range of personal information, including:

  • Your name, address and contact details, including e-mail address and telephone number(s), date of birth and gender;
  • The terms and conditions of your employment;
  • Details of your qualifications, skills, experience and employment history, including start and end dates both internally and with previous employers;
  • Details of salary and entitlement to benefits such as pension membership;
  • Details of your bank account and national insurance number;
  • Next of kin and emergency contacts;
  • Details of your nationality and eligibility to work in the UK;
  • Information relating to a criminal record;
  • Details of your days and hours of work and your attendance;
  • Periods of leave, including holiday, sickness absence, family leave and sabbaticals along with the reasons for the leave;
  • Details of any grievance or disciplinary procedures in which you have been involved, including any warnings issued and related correspondence;
  • Training records, performance improvement plans and related correspondence;
  • Information regarding medical or health conditions, including whether you have a disability and any reasonable adjustments required, occupational health reports and associated risk assessments;
  • Equal opportunities monitoring data, including ethnicity, sexual orientation, religion or belief.

 

HR may collect this information in a number of ways. For example, from application forms; passports and other identity documents including biometric cards; forms completed by you at the start or during employment including pension and benefit nominations; from correspondence with you; or through interviews and meetings.

In some cases, HR may collect data about you from third parties, including references from former employers, employment background check providers and criminal record checks.

HR needs to process data in order for the University to enter into and meet its obligations under your employment contract. In some cases data is processed to meet legal and statutory obligations. For example, demonstrating that checks have been undertaken to ascertain eligibility to work in the UK, to deduct tax and to comply with procedures for the payment of statutory benefits and dealing with applicant data for vacancies.

Data will be stored in a range of different places, including your personal file, in HR’s management information systems and other IT systems such as the University’s e-mail system and telephone directory.

Processing data allows HR to:

  • Manage recruitment and selection processes;
  • Maintain accurate and up-to-date employment records and contact details and records of employee contractual and statutory rights;
  • Operate and maintain records of disciplinary and grievance processes to ensure acceptable conduct within the workplace;
  • Operate an appraisal process and maintain records relating to staff learning and development to support career progression, succession planning and workforce management activities;
  • Manage and maintain absence management procedures including the recording of absence type and reasons to support employee welfare and capability processes and to ensure that employees receive appropriate payment and/or other benefits as appropriate;
  • Seek occupational health advice and guidance to ensure compliance with duties relating to individuals with disabilities and those of health and safety legislation;
  • Ensure effective general HR and business administration;
  • Operate within the statutes imposed by employment law, respond to and defend against legal claims; and
  • Maintain and promote equality, diversity and inclusion within the workplace.

Where special categories of information are processed, for example those covered by equal opportunities legislation, we will obtain your explicit consent to those activities unless this is not required by law or the information is required to protect your health in an emergency.

HR will share some of your information internally, for example, with other HR colleagues, with Payroll and IT staff and your line manager where access is necessary for the performance of your and their roles.

HR will also share some of your data with third parties in order to obtain references, complete background and eligibility checks, obtain medical clearance and administer pension and other benefits.

HR takes the security of your data seriously and operates within the University’s internal policies and procedures in order to try to ensure that your data is not lost, accidently destroyed, misused or disclosed and is not accessed except by the relevant employees in the performance of their duties. More information regarding data security can be found below: https://intranet.uclan.ac.uk/sites/uclanwide/info-security/Pages/default.aspx.

The University has also introduced mandatory training for all staff in relation to information security and GDPR and these courses can be undertaken on-line via the following link: https://intranet.uclan.ac.uk/ou/hr/Pages/Mndatory-Training.aspx.

Your information will be held for the duration of your employment. The periods for which your data is held after the end of your employment are set out in the University’s Retention Schedule which can be accessed via:

https://intranet.uclan.ac.uk/ou/sds/information-governance/rrs/_layouts/15/start.aspx#/SitePages/Home.aspx.

Your Rights

Under the GDPR, as a data subject you have the right to request:

  • Access to a copy of your data;
  • Rectification of inaccurate or incomplete data;
  • HR, on behalf of the University, to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.

You have the right to lodge a complaint to the Information Commissioner’s Office if you believe that the University has not followed the requirements of the GDPR with regard to your personal data.

However, you have certain obligations to provide and allow the processing of information in order for the University to comply with the employment contract, legal requirements and any statutory responsibilities. If you do not provide the information the University may be unable to administer the rights and obligations resultant upon the employment relationship.

Identity and contact details of controller and data protection officer

The University of Central Lancashire is the controller and processor of data for the purposes of the GDPR.

If you have any questions or concerns regarding your data and how it is processed, please contact:

Information Governance Manager: DPFOIA@uclan.ac.uk

Download the Staff Privacy Notice (.pdf)