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About this privacy notice
The University of East Anglia (UEA) is a public research university based in Norwich, England. UEA is a registered data controller of your information, which means we collect, use and store personal information about persons claiming Non-Staff Expenses. This includes the competition of a University Enterprise Resource Management (UERP) forms.
What information we collect about you
During your involvement with UEA, the following personal information is collected, used, and stored securely by us:
Name
Contact details
Expense Details
Bank Details
IP Address
How and when we collect this information
This personal data is processed to fulfil any contract or agreements in place between UEA and an external party owed a payment by the University. Such processing will normally be processed in line with:
Article 6(1)(b) the fulfilment of a contract
Article 6(1)(c) legal obligations
Article 6(1)(e) authority invested in the controller
UEA will collect information about you during your use of the Non-Staff Expenses form while entering your expenses claim. We will process the data you have entered for the purpose of processing your expenses claim.
Why we collect and how we use this information
We will only use your personal data for the purposes for which we collected it, unless we consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.
IP addresses are captured for auditing purposes to ensure that expense claims are being entered from legitimate sources and to prevent unlawful claims being made.
Who we may share your information with
UEA may share your information with ERP-App and Unit4 where there is a legitimate or legal reason to do so or because you asked us to.
ERP-Apps, a partner of Arribatec, for the collection of data for your non-staff expenses claim. Unit4 as the provider of UERP, the UEA’s finance system for processing of approval/payment of your claim.
Your data may be accessed our agents and suppliers located outside of the United Kingdom. Wherever personal data is accessed or transferred outside the UK, the University ensures that there is a legal basis to do so and that appropriate safeguards are in place.
We will not normally disclose your personal information to other external organisations without your consent or unless required to do so by law.
How long we keep your information
We will keep your personal information only as long as it is necessary for the purpose it was collected and in accordance with UEA’s records retention schedule. This means that, in normal circumstances, your full data will be kept for 30 days by ERP-Apps to be processed and seven years in UERP.
How to contact us
Please contact UEA’s Data Protection Officer at dataprotection@uea.ac.uk if you would like any further information; if you wish to exercise any of your data rights; if you believe your personal information has been breached; or if you have any other concerns about how your personal information is being used by UEA.
If you are still not happy after you have spoken to us, you can contact the ICO:
Online - Contact us - public | ICO or by phone - ICO Helpline number: 0303 123 1113
Changes to this privacy notice
We keep our privacy notices under regular review.
This privacy notice was last updated on 25/09/2025