Privacy notice: External Examiners

This privacy notice tells you what to expect us to do with your personal information when you are an External Examiner for the University of Central Lancashire (UCLan). You should also read our privacy notice for ad hoc workers, which provides further information that is applicable to all types of ad hoc workers. Personal information (or personal data) is any information which relates to and identifies you. Data protection legislation (the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA)) set out how we should handle your personal information.

The University of Central Lancashire Higher Education Corporation is the controller for the personal information we process, unless otherwise stated. We are registered with the Information Commissioner’s Office and our registration number is Z5512420.

There are many ways you can contact us, including by phone, email, social media and post. See our main contact details on our website.

UCLan’s Information Governance Manager and Data Protection Officer can be contacted on via email. Further information and contact details can be found on the data protection pages of our website.

UCLan uses information from nomination forms; passports and other identity documents including biometric cards; from fee expense claim forms; from correspondence with you; or information obtained during meetings.

We will collect and use a variety of information about you during the nomination process, during your term as External Examiner and once your term has ended, including:

• Your name, address and contact details, including e-mail address and telephone number(s), date of birth and gender;
• The terms and conditions associated with your role as an ad hoc worker;
• Details of your qualifications, skills, experience and employment history, including start and end dates with previous employers;
• Details of your bank account and national insurance number;
• Details of your nationality and eligibility to work in the UK;
• 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.
• Images of you captured on our CCTV system, if you come onto one of our campuses. Further information can be found in our CCTV privacy notice.

From nomination until your term of office ceases, we will use your information for the following main purposes:

• To manage the nomination process;
• To maintain accurate and up-to-date records and contact details and to communicate with you effectively, including sending you information about UCLan services and events.
• To manage all records and tasks associated with your position as External Examiner, including payroll and expenses and establishing your right to work in the UK;
• To ensure effective general and business administration;
• To maintain and promote equality, diversity and inclusion.
• To undertake academic research and research for internal planning and development purposes.

In line with QAA requirements, Course Teams will publish the name of the respective External Examiner(s), their position and home institution on Blackboard together with a statement advising students that it is inappropriate for them to make direct contact with the External Examiner. Your name, home institution and your External Examiner reports will also be shared with UCLan staff at Assessment Boards.

UCLan relies on the following lawful bases from the UK GDPR to process information about you for the purposes set out in this notice:

Article 6(1)(b), which allows us to process personal data when it is necessary for the performance of a contract. You enter into a contract with us when you become an External Examiner. We require you to provide any information we reasonably request for these purposes otherwise we cannot deliver your contract.

Article 6(1)(c), which allows us to process personal data when it is necessary to comply with a legal obligation. We are legally required to provide some reports and statistics to external agencies, as well as monitoring compliance with laws relating to immigration (e.g. visas) and the right to work in the UK, and laws relating to equality, among other things.

Article 6(1)(e), which allows us to process personal data where it is necessary to perform a task in the public interest. Some internal reporting and monitoring, and some research, is carried out as part of our public tasks.

Article 6(1)(f), which allows us to process personal data where it is in our, or someone else’s, legitimate interests to do so and it does not unduly prejudice your rights and freedoms. We rely on this condition to, among other things:

• communicate marketing messages to you (unless you opt out). It is in UCLan’s legitimate interests to promote its services, courses and events to those who may be interested.
• provide a security service and CCTV monitoring. It is in the interests of the UCLan community and the general public to make UCLan a safe and secure place to live, work and study.
• produce some internal reports, research and statistics. It is in our legitimate interests to use these to evaluate, plan and assess how the University is operating and make any changes we think are appropriate and will benefit current and future students and staff.

We also process some information only if you provide your consent. In this case, Article 6(1)(a) applies, and Article 9(2)(a) applies where the information is special category data (special category data is information about your race, ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data used for ID purposes, health, sex life or sexual orientation). It will be clear where we are relying on your consent to collect and use your information because consent will be requested at the time you provide the information. When you are asked for consent, we will explain why we are asking for the information and how we will use it if you choose to provide it. Consent can be withdrawn at any time and we will explain how you can do this in each individual case.

Where we process special category data and data about criminal convictions for the purposes set out in this notice, we rely on the following lawful bases from the UK GDPR and DPA:

Article 9(2)(g) UK GDPR, which allows us to process special category data if the processing is necessary in the substantial public interest and there is a basis to do so in law. The law which allows us to rely on this basis is section 10 DPA by virtue of Schedule 1 DPA, which also provides the lawful basis for processing data about criminal convictions. Further information about the lawful bases from Schedule 1 DPA on which we rely to process these types of personal data can be found in the policy Data Protection: Processing special category data and criminal convictions data.

Article 9(2)(j) UK GDPR, which allows us to process special category data for archiving, scientific or historical research purposes or statistical purposes, where there is a basis to do so in law. The law which allows us to rely on this basis is section 10 DPA by virtue of Schedule 1(4) DPA.

We will share your information with a range of external organisations and bodies, some of which are processing personal data on our behalf. We only share your personal data with another person or organisation where the law allows us to and we consider it to be appropriate under the circumstances. The external parties we may share information with include the following:

• Higher Education bodies such as Office for Students (OfS), Research England, UK Research and Innovation, or Office of the Independent Adjudicator.
• Government agencies and authorities, including the police and DWP for the prevention and detection of crime, apprehension and prosecution of offenders, the collection of tax or duty and safeguarding national security, among other things.
• Executive agencies or non-departmental public bodies such as UK Visas and Immigration, HM Revenue and Customs and the Health and Safety Executive (and Ofsted, for inspection purposes, relating to Initial Teacher Education courses).
• Professional and regulatory bodies if this is relevant to the course. Information may be shared for student ‘fitness to practise’ purposes and for the accreditation of courses, among other things.
• University insurers: information, including accident forms, may be shared with our insurers to provide insurance cover and to enable us to make insurance claims.
• Companies or organisations acting on our behalf: We use processors who are third parties who provide elements of services for us. We have contracts in place with our processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.

Occasionally we may need to send your personal information outside the EEA e.g. to obtain a service from a processor. These transfers are usually carried out because they are necessary for us to deliver your contract or because they are in our legitimate interests. All transfers are carried out with appropriate safeguards in place to protect your information and ensure it remains secure, such as the UK International Data Transfer Agreement. If your information is included on our website as part of the course information pages, it will also be available via the website to those outside the EEA.

We will retain your information for six years following the end of your term.

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. Further information about each of these rights can be found on the Information Commissioner’s Office website. To make a request to exercise any of these rights, please contact the Information Governance Manager and Data Protection Officer.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. For further information or to make a request, please see the data protection pages of our website.

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing

You have the right to object to any processing we carry out if we carry it out on the basis that it forms part of our public task or is in our legitimate interests. You also have the right to object to your personal information being used for direct marketing purposes.

Your right to data portability

This only applies to the information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information because we have your consent or because it is necessary for your contract, and the processing is automated.

We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact the relevant part of the University, or the Information Governance Manager and Data Protection Officer, and we will respond.

If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioner’s Office, which is the UK supervisory authority for data protection. Further information can be found on the data protection pages of our website.