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About this notice
This privacy notice applies to staff employed at the University of East Anglia. It tells you what to expect when the University collects and uses your personal information.
The University needs to process information about its staff in order to carry out its duties as an employer. The following sections describe in detail the usual ways we will use your information during your time at UEA.
Some Schools and departments have specific requirements that are not covered here. If we need to use your information in different ways, or for a different purpose, we will let you know by means of separate notices as relevant.
If you are a member of staff who is also a student or alumnus of the University, please also see our student, alumni and supporters notices.
The University of East Anglia is a registered data controller and will collect and use information about staff in accordance with current UK data protection legislation.
Where does our information come from?
Most of the information we use is collected from you, either directly (for example when you applied for your current position) or as a result of your actions (for example when you borrow a library book we create a record of your loans) or by observation (for example CCTV recordings). We have indicated in the following section where we obtain information about you from another source.
What information do we hold about you?
The primary record relating to your employment at UEA is held by the Human Resources Division (HRD). Further information will also be held by your department, and other University services you may be required or choose to use. The information we hold consists of the following:
General biographical information
Contact information: name, address, telephone numbers, email address (UEA and non-UEA)
Date of birth
Visa details and copies of passports
Marital status, next of kin details
Photographs of you (for example the one used on your staff card)
National insurance number, bank or building society account details, tax codes
Protected characteristics or ‘Equal opportunities’ information, where provided, in accordance with the Equality Act 2010
Information on criminal convictions, where relevant. See the UEA Statement of Policy on the recruitment of Ex-Offenders
Trade Union membership, where declared
Any further biographical information, such as academic qualifications, that you have entered into a University system yourself, for example any personal information you add to Pure.
Information about your employment
A copy of your application form, together with any CV, copies of certificates, and references provided by other parties
University ID (for example, your staff number)
Contracts or terms and conditions of employment
Service dates and working hours
Workload and work allocation
Records of work activities, such as reports, minutes of meetings, email correspondence, or recordings of lectures
Health and safety records, including accident reports
Sickness and other absence details
Occupational health records (where permission has been given)
Salary and grade details, including data held on staff organograms
Records concerning appraisals, training and the Higher Education Role Analysis (HERA) programme
Any research collaborators
Research outputs, including retracted outputs
Details of external funding applications, awards and agreements for research including postgraduate research, innovation and other externally funded activity
Proceedings relating to promotions
Investigations into breaches of terms and conditions of employment, and research misconduct, including records of disciplinary proceedings (where relevant)
Records of grievances (where relevant)
Superannuation details, including pension contributions and beneficiaries
Records of your access to and use of University IT services
Information about your location: office details, swipe card access data and GPS data for staff using University mobile devices, in accordance with lone worker policies
Driver’s licence details (where relevant to your role)
Records of and relating to travel (for example, for conference or training purposes), including passport and insurance details (where relevant), and expenses information.
Other information
Responses to voluntary surveys that you have submitted
Information about your access to and use of University services, such as the Library
Information related to the prevention and detection of crime and the safety and security of UEA staff and students, including, but not limited to, CCTV recording.
Why we use your information
This section sets out why we use and share your personal information. As required by UK data protection law, the following table also explains the ‘lawful basis’, or condition, for processing your data.
Depending on your specific circumstances one or more lawful bases may apply, however you should note that for some of the purposes there will be a contractual requirement for you to provide relevant information, and for the University to use that information. These purposes are conditions of employment at UEA, or third party contractual requirements, for example those of an external funder.
Where we process your data based on your consent, you have the right to withdraw that consent at any time. Contact dataprotection@uea.ac.uk for further advice, or to withdraw consent.
Where we process information about you that is classed as sensitive, or special category data we also need to identify a further lawful basis in order to handle this type of information. Where relevant, this is also listed in the table below.
Purposes for using your data
To pay your salary
The lawful basis for our use of your data:
To perform our contract with you
Special category lawful basis (where relevant):
N/A
To review and monitor staff performance and workload
The lawful basis for our use of your data:
To perform our contract with you
Special category lawful basis (where relevant):
N/A
To monitor training attendance and completion. Centrally held training completion data may be shared with individuals’ line managers and HR managers/administrators
The lawful basis for our use of your data:
To perform our contract with you
Special category lawful basis (where relevant):
N/A
To investigate breaches of the terms and conditions of your appointment, and research misconduct and undertake disciplinary proceedings
The lawful basis for our use of your data:
To perform our contract with you
Special category lawful basis (where relevant):
N/A
To assess suitability for promotion
The lawful basis for our use of your data:
To perform our contract with you
Special category lawful basis (where relevant):
N/A
To comply with Home Office / UKVI obligations
The lawful basis for our use of your data:
To comply with the law
Special category lawful basis (where relevant):
N/A
To ensure the health, safety and well-being of staff
The lawful basis for our use of your data:
To perform our contract with you
To comply with the law
Special category lawful basis (where relevant):
N/A
To enable staff to undertake their roles in teaching, research innovation, business engagement and administration
The lawful basis for our use of your data:
To perform our contract with you
To fulfil public task/statutory responsibility
Special category lawful basis (where relevant):
N/A
For research integrity purposes, for example informing funders, collaborators, and journals of retracted papers
The lawful basis for our use of your data:
To perform our contract with you
To fulfil public task/statutory responsibility
Special category lawful basis (where relevant):
N/A
To publish the print and online staff directories of basic contact details (publicly available)
The lawful basis for our use of your data:
Legitimate interest*
Special category lawful basis (where relevant):
N/A
For academic and research staff only, to record the individual's research activities and interests, and academic career background in various research tools, such as PURE, REF. A staff profile page is published on the University website from the information recorded in PURE, and outputs are listed in EPrints
The lawful basis for our use of your data:
Legitimate interest*
Special category lawful basis (where relevant):
N/A
To review staff opinion and satisfaction with services provided by the University
The lawful basis for our use of your data:
Legitimate interest*
Special category lawful basis (where relevant):
N/A
To notify you of services and events related to your employment**
The lawful basis for our use of your data:
With your consent
To perform our contract with you
Special category lawful basis (where relevant):
N/A
To facilitate and administer use of University premises and services
The lawful basis for our use of your data:
To perform our contract with you
Special category lawful basis (where relevant):
N/A
To monitor individual access to, and use of, specific facilities and premises, where we believe this to be necessary for health and safety or to protect University property
The lawful basis for our use of your data:
Legitimate interest*
Special category lawful basis (where relevant):
N/A
In case of a medical emergency
The lawful basis for our use of your data:
To protect your vital interests
Special category lawful basis (where relevant):
To protect your vital interests
To complete Disclosure and Barring (DBS) checks
The lawful basis for our use of your data:
To perform our contract with you
Special category lawful basis (where relevant):
Substantial public interest
For insurance purposes (travel insurance for example)
The lawful basis for our use of your data:
Legitimate interests*
Special category lawful basis (where relevant):
With your explicit consent
To facilitate your participation in a pension scheme
The lawful basis for our use of your data:
With your consent
To comply with the law
Special category lawful basis (where relevant):
With your explicit consent and /or Substantial public interest
To process and respond to requests for information, as required by law (for example, Freedom of Information or data protection legislation)
The lawful basis for our use of your data:
To comply with the law
Special category lawful basis (where relevant):
Substantial public interest
To participate in national and sectoral benchmarking (for example, QS Survey)
The lawful basis for our use of your data:
Legitimate interests*
Special category lawful basis (where relevant):
N/A
Data sharing with external organisations. such as enabling the Higher Education Statistics Agency and government agencies to carry out their statutory reporting functions, or with research collaborators, funders, professional bodies, journals
The lawful basis for our use of your data:
To comply with the law
To fulfil public task/statutory responsibility
Legitimate interests*
Special category lawful basis (where relevant):
N/A
To allow external organisations to verify applications for mortgages and tenancy agreements
The lawful basis for our use of your data:
With your consent
Special category lawful basis (where relevant):
N/A
To enable HM Revenues & Customs (HMRC) to collect Income Tax and National Insurance contributions from employees
The lawful basis for our use of your data:
To comply with the law
Special category lawful basis (where relevant):
N/A
As strictly necessary and allowed by law, to assist UK agencies with duties relating to the prevention and detection of crime, apprehension and prosecution of offender, collection of a tax or duty, or safeguarding national security
The lawful basis for our use of your data:
To comply with the law
To protect your vital interests
Special category lawful basis (where relevant):
For employment, social security and social protection purposes, and/or To protect your vital interests, and /or Substantial public interest
To monitor absence and sickness records
The lawful basis for our use of your data:
To perform our contract with you
Special category lawful basis (where relevant):
Preventive or occupational medicine, for the assessment of your working capacity
For the purposes of Occupational Health Assessments
The lawful basis for our use of your data:
To perform our contract with you
Special category lawful basis (where relevant):
Explicit consent and/or Preventive or occupational medicine, for the assessment of your working capacity
For the provision of confidential counselling, advice, coaching or support services
The lawful basis for our use of your data:
Legitimate interests*
Special category lawful basis (where relevant):
Substantial public interest
To produce statistics to help us understand changes in our staff population to help us ensure policies and practices do not disadvantage minority groups
The lawful basis for our use of your data:
Legitimate interest*
Special category lawful basis (where relevant):
Substantial public interest
To assist in upholding your rights in relation to Trade Union membership
The lawful basis for our use of your data:
With your consent
Special category lawful basis (where relevant):
Explicit consent
Where we rely on this lawful basis we will aim to conduct a legitimate interests assessment (LIA), to ensure that we can justify our decision.
* In accordance with your rights under the Privacy and Electronic Communications Regulations
In addition to these purposes, the University also aggregates data collected within its in-house data warehouse to allow reporting on staff data.
Sharing and disclosing your information
As described in the section above, the University may disclose certain personal data to external bodies, as categorised below. At all times the amount of information disclosed and the manner in which it is disclosed will be in accordance with the provisions and obligations of UK data protection law.
The organisations with whom we share data also have an obligation to tell you how they will use your information. We advise you to look at their privacy notices/policies. If you require any assistance with this, please contact us at dataprotection@uea.ac.uk
Data sharing details
Disclosure to | Details of data shared |
|---|---|
Higher Education Statistics Agency (HESA) | Information will be sent to the HESA for statistical analysis and to allow government agencies to carry out their statutory functions. Refer to the HESA staff collection notice for further details |
The successors to the Higher Education Funding Council for England (HEFCE) | Data submitted for the Research Excellence Framework (REF) which is a system for assessing the quality of research in higher education |
QS Survey | Academic staff information is provided to the QS survey for national ranking purposes See QS website for details |
External organisations supporting research, for example: funders; collaborators; professional bodies; and journals | For the purposes of research misconduct investigations: respondent and complainant names, details of retracted papers Further information, such as funding applications, and awards including salaries, may be shared with research bodies, see the University’s Research and Innovation Division (RID) Privacy Notice |
Relevant legal or regulatory bodies, law enforcement agencies, regulators or courts (for the purposes of research misconduct investigations) | Respondent and complainant names |
External organisations supporting staff development such as: Advance HE; Vitae; and HEaTED | Data submitted for the purposes of enabling individual and collective development and/or access to services provided in connection with organisational membership subscription |
Home Office, UK Visas and Immigration | Personal details, visa and passport information, employment and contractual information including salary to undertake Employer Checks, manage Certificates of Sponsorship and to comply with statutory monitoring and reporting requirements. Information for Tier 2 and Tier 5 migrants is stored and shared using the Sponsorship Management System |
HM Revenues & Customs (HMRC) | Real Time Information released to HM Revenue & Customs (HMRC) in order to collect Income Tax and National Insurance contributions from employees |
Disclosure and Barring Service (DBS) | Required for certain sensitive posts to assess applicant’s suitability for positions of trust. See the UEA Statement of Policy on the recruitment of Ex-Offenders Personal details, Identity verification details such as passport number or driving licence number, Criminal record declaration, Basic contractual information – job title and workforce (children/adults) |
UK agencies with duties relating to the prevention and detections of crime, apprehension and prosecution of offender, collection of a tax or duty, or safeguarding national security (such as the Department of Work & Pensions or Police) | Details shared as necessary and as required by law, and with appropriate consideration of your rights and freedoms |
University Medical Services The University Medical Service (UMS), holds personal data of UEA staff as part of its contract to provide Occupational Health Services to them | Demographic details, job title and start and end dates are held for UEA staff in a secure Occupational Health computer database. Access to the database is strictly limited to UMS staff who work in Occupational Health and is never passed on to third parties (including non-Occupational Health staff in the Medical Centre) without direct consent from the patient |
Mortgage lender and letting agencies | Name of applicant, date of birth, National Insurance number, address, dates of employment – from / to (including most recent position), job title/department, type of employment contract (for example full time, permanent), hours worked per week, annual salary, whether there are additions to salary by way of bonus commission and overtime |
Universities Superannuation Scheme (USS), University of East Anglia Staff Superannuation Scheme (UEASSS), NHS Pension Scheme and any other relevant pension provider | Name, address, email address, earnings, pension breakdown and contributions, National Insurance number, date of birth, Marital status, beneficiaries (death in service), banking details, tax codes, certifications, service dates, part time service fractions, names, addresses and bank details of beneficiaries (where relevant) |
Data processors
We also use third party organisations, known as data processors, to provide certain services on our behalf. In order to deliver these services, these organisations may have access to staff data. We are required to have contracts in place with each of these data 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.
These data processors are primarily software providers. Examples include Office 365, Blackboard, Pure, and Cherwell (IT Service Desk software). See our IT web pages for further details.
How long we keep your information
We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected. The retention periods for each purpose are set out in the University’s Records Retention Schedules.
For staff, the most relevant Records Retention Schedules will be those for HRD and the department you work in. Research and Innovation Services (RIN) will also retain certain researcher personal data given to third parties, such as funders and collaborators.
Data will be securely destroyed when no longer required.
Further details and contact information
For general information on your data protection rights, who to contact if you have a complaint or a concern about the accuracy, retention or processing of your personal information, and for other information about data protection at UEA that you might find helpful, see our further information web page.
Changes to this notice
We regularly review the University’s privacy notices. This privacy notice was last updated in May 2018.