about this notice 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, and 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? 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? 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 (e.g. for 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, e.g. to populate a Pure profile/people page

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 (e.g. 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 HERA role-analysis 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 (e.g. 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 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, e.g. 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

Why we need to use your information

The legal basis for our use of your personal information

Special category lawful basis

With your consent

To perform our contract with you

To comply with the law

To protect your vital interests

To fulfil public task/statutory responsibility

Legitimate interest*

To pay your salary

 

x

 

 

 

 

 

To review and monitor staff performance and workload

 

x

 

 

 

 

 

To monitor training attendance and completion. Centrally held training completion data may be shared with individuals’ line managers and HR managers/administrators

 

x

 

 

 

 

 

To investigate breaches of the terms and conditions of your appointment, and research misconduct and undertake disciplinary proceedings

 

x

 

 

 

 

 

To assess suitability for promotion

 

x

 

 

 

 

 

To comply with Home Office / UKVI obligations

 

 

x

 

 

 

 

To ensure the health, safety and well-being of staff

 

x

x

 

 

 

 

To enable staff to undertake their roles in teaching, research innovation, business engagement and administration

 

x

 

 

x

 

 

For research integrity purposes, e.g. informing funders, collaborators,  and journals etc. of retracted papers

 

x

 

 

x

 

 

To publish the print and online staff directories of basic contact details (publicly available)

 

 

 

 

 

x

 

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

 

 

 

 

 

x

 

To review staff opinion and satisfaction with services provided by the University

 

 

 

 

 

x

 

To notify you of services and events related to your employment**

x

x

 

 

 

 

 

To facilitate and administer use of University premises and services

 

x

 

 

 

 

 

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

 

 

 

 

 

x

 

In case of a medical emergency

 

 

 

x

 

 

To protect your vital interests 

To complete Disclosure and Barring (DBS) checks

 

x

 

 

 

 

Substantial public interest 

For insurance purposes (e.g. travel insurance)

 

 

 

 

 

x

With your explicit consent 

To facilitate your participation in a pension scheme

x

 

x

 

 

 

With your explicit consent and /or Substantial public interest 

To process and respond to requests for information, as required by law (e.g. Freedom of Information or data protection legislation) 

 

 

x

 

 

 

Substantial public interest

To participate in national and sectoral benchmarking (e.g. QS Survey)

 

 

 

 

 

x

 

Data sharing with external organisations. E.g. to enable the Higher Education Statistics Agency and government agencies to carry out their statutory reporting functions, or with research collaborators, funders, professional bodies, journals

 

 

x

 

x

x

 

To allow external organisations to verify applications for mortgages and tenancy agreements

x

 

 

 

 

 

 

To enable HM Revenues & Customs (HMRC) to collect Income Tax and National Insurance contributions from employees

 

 

x

 

 

 

 

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

 

 

x

x

 

 

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

 

x

 

 

 

 

Preventive or occupational medicine, for the assessment of your working capacity 

For the purposes of Occupational Health Assessments

 

x

 

 

 

 

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

 

 

 

 

 

x

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

 

 

 

 

 

x

Substantial public interest

To assist in upholding your rights in relation to Trade Union membership

x        

 

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 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, e.g. funders, collaborators, professional bodies, 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 e.g. Advance HE, Vitae, 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 e.g. passport number, driving licence number etc., 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 & 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, NI Number, Address, Dates of Employment – from / to (inc. most recent position), Job Title/Department, Type of employment contract (e.g. fulltime, permanent), Hours worked per week, Annual salary, Whether there are additions to salary by way of bonus commission, overtime etc.  

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, NI, DOB, 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 webpages for further details.

how long we keep your information 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 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 changes to this notice

We regularly review the University’s privacy notices. This privacy notice was last updated in May 2018.