The University of Gloucestershire is registered with the Information Commissioner\u2019s Office as a Data Controller and is committed to protecting the rights of individuals in line with UK Data Protection legislation.<\/p>\n\n\n\n
A copy of this registration can be found here<\/a>.<\/p>\n\n\n\n The Data Protection Officer is responsible for advising the University on compliance with UK Data Protection legislation and monitoring its performance against it. If you have any concerns regarding the way in which the University is processing your personal data, please contact the Data Protection Officer at:<\/p>\n\n\n\n Data Protection Officer \u2018Personal information\u2019 means any information that relates to or identifies you as an individual. The University will keep a record of the details you provided on your application form, any supporting documents requested and additional details provided by any referees and recorded following any interview process. We will maintain various administrative and financial records about your employment at the University, and about your use of the academic and non-academic facilities and services that we offer. Where relevant, we may supplement these records with personal data from the public domain (e.g. your publications) or other sources (e.g., where relevant, the Higher Education Academy).<\/p>\n\n\n\n Your personal information is created, stored and transmitted securely in a variety of paper and electronic formats, including some databases that are shared between the University systems. Access to your personal information is limited to staff who have a legitimate interest in it for the purpose of carrying out their contractual duties, and our use of your personal information will not be excessive. Special category data we collect about employees includes your: When you visit www.glos.ac.uk the University uses a third party service provided by Google Analytics to collect standard internet log information and details of visitor behaviour patterns. Google Analytics use \u201ccookies\u201d, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google\u2019s behalf. For information about how Google Analytics uses your personal information, please see the Google Privacy Policy: https:\/\/policies.google.com\/privacy?hl=en<\/a> The University will process your personal information for a range of contractual, statutory or public interest purposes, including the following:<\/p>\n\n\n\n We process your personal information for these purposes, under Articles 6 and 9 of the GDPR, as they are either necessary for the performance of our contractual obligations with you (e.g. to manage your employment contract), or necessary for compliance with a legal obligation (e.g. equal opportunities monitoring), or necessary for the performance of tasks we carry out in the public interest (e.g. non-statutory reporting or research). Your personal information is shared as permitted or required by law, on a considered and confidential basis, with a range of external organisations, including the following:<\/p>\n\n\n\n On occasion, the types of sharing detailed above may involve the transfer of your personal information outside of the European Economic Area (e.g. to report to an overseas research funder). Such transfers usually are necessary in order to meet our contractual obligations with you, and are carried out with appropriate safeguards in place to ensure the confidentiality and security of your personal information.<\/p>\n\n\n\n We store your personal information as part of your staff record for the duration of your employment (and it may be used as part of our assessment of any future application you make for further employment at the University). Under Data Protection Legislation you have the following rights: Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.<\/p>\n\n\n\n Any requests or objections should be made in writing to the University\u2019s Data Protection Officer, contact details are in Section 2 of this Privacy Notice.<\/p>\n\n\n\n If you have queries, concerns or wish to raise a complaint regarding the way in which your personal data has been processed you should contact the Data Protection Officer in the first instance, using the contact details under Section 2 of this Privacy Notice.<\/p>\n\n\n\n If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner\u2019s Office (ICO). The ICO can be contacted at: <\/p>\n\n\n\n2. Contact details of the Data Protection Officer<\/h2>\n\n\n\n
University of Gloucestershire
Registrar\u2019s Directorate
Fullwood House
The Park
Cheltenham, GL50 2RH
Email: dpo@glos.ac.uk<\/a><\/p>\n\n\n\n3. What information do we collect about you?<\/h2>\n\n\n\n
The GDPR defines personal data as:
\u2019Any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier
or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.\u2019
\u2018Special categories\u2019 of personal data (sensitive personal data) relate to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health, or a natural person’s sex life or sexual orientation.<\/p>\n\n\n\n
Personal data we collect about employees includes your:
Name
Date of birth
NI number
Nationality
Passport, visa and birth certificate details
Contact details (home address, personal telephone numbers, personal email addresses)
Emergency contact details (we will assume you have checked with the individuals before you supply their contact details to us)
Staff number
Job title<\/p>\n\n\n\n
Racial and ethnic origin
Religion or belief
Sexual orientation
Gender identity data
Disability data
Health records<\/p>\n\n\n\n
You are able to review the majority of your personal data and special category data we hold via Staff Records Online. You will be able to update many items of your data directly in Staff Records Online. Where it is not possible, for security reasons, instructions are given on who to contact to update the details.<\/p>\n\n\n\n
and how Google safeguards your data: https:\/\/support.google.com\/analytics\/answer\/6004245<\/a><\/p>\n\n\n\n4. How will your information be used?<\/h2>\n\n\n\n
5. What is our lawful basis for processing your personal data?<\/h2>\n\n\n\n
We require you to provide us with any information we reasonably ask for to enable us to administer your contract. If we require your consent for any specific use of your personal information, we will collect it at the appropriate time and you can withdraw this at any time. We will not use your personal information to carry out any wholly automated decision-making that affects you.<\/p>\n\n\n\n6. Who your personal information is shared with?<\/h2>\n\n\n\n
7. Transfers to third countries and safeguards in place<\/h2>\n\n\n\n
8. How long will your information be held?<\/h2>\n\n\n\n
After you leave records relating to your employment are retained for up to seven years after your leaving date so that the details of your employment can be confirmed, for statistical or historical research, and for statutory reporting requirements.
Certain payroll and pension details (specifically relating to your pension contributions) will then be archived and held for 75 years after your leaving date to adhere with statutory requirements.
Certain health records details (for example, relating to any exposure to hazardous substances) will then be archived and held for 40 years after your leaving date to adhere with statutory requirements.
Information about how long different types of information are retained by the University is published at:
http:\/\/www.glos.ac.uk\/governance\/information\/pages\/records-management.aspx<\/a><\/p>\n\n\n\n9. What are your Rights?<\/h2>\n\n\n\n
\u2022 to request access to, and copies of, the personal data that we hold about you;
\u2022 to request that we cease processing your personal data;
\u2022 to request that we do not send you any marketing communications;
\u2022 to request us to correct the personal data we hold about you if it is incorrect;
\u2022 to request that we erase your personal data;
\u2022 to request that we restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
\u2022 to receive from us the personal data you have provided to us, in a reasonable format specified by you, to another data controller;
\u2022 to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights and freedoms.<\/p>\n\n\n\n10. How to make a complaint<\/h2>\n\n\n\n