No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To process your applications for employment through the HR or Employment and Recruitment Services.

Contract, Explicit Consent

2

To determine your suitability for particular roles e.g. right to work checks, Disclosure and Barring Service (DBS) checks, information on criminal convictions.

Legal Obligation, GDPR Article 10 – Protecting the Public, Employment, social security and social protection

3

If you are a student at the University your attendance data may be used as a shortlisting criteria for positions such as a student ambassador.

Legitimate interest

4

If you are registered with the Employment and Recruitment Service (ERS) we may profile your details e.g. employment history and skills to departments/divisions within the University to enhance potential employment opportunities for yourself and to raise awareness of ERS.

Consent, Contract

5

To promote potential vacancies that may be of interest to you if you have registered with the Employment and Recruitment Service (ERS).

Consent

No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To enable line managers and other appropriate staff to have access to your staff records to carry out their line management responsibilities e.g. induction, probation, Performance and Development Review (PDR).

Contract, Employment, social security and social protection

No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To administer your staff record including absence management, back to work returns and tracking of leave requests and similar.

Contract, Employment, social security and social protection

2

To provide your details on the staff intranet for communication purposes:

Contract

• Name, Work Email, Work Telephone number, Job Role;

Legitimate Interest

• Photo (and in email)

Consent

• Biography.

Consent

3

The creation of your email address; kept within a global address book available to all staff and students.

Contract

4

To create an account if you are external to the University and registering with the Employment and Recruitment Service (ERS).

Contract

5

To maintain your personal emergency contact details in case of an emergency situation.

Consent

6

To manage your travel and accommodation arrangements organised by the University.

Contract

7

To manage the flexible benefits scheme.

Contract

8

To be able to provide references on your request.

Consent, Explicit Consent

9

To keep records of your eligibility to park on campus.

Contract

10

To maintain health and safety e.g. details of permit to work in restricted areas; key holders; first aider details; accident records; security incidents.

Legal Obligation, Employment, social security and social protection, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 6 Statutory or government purposes under relevant Health and safety legislation

11

To protect the safety of individuals and their property and the protection of University assets, including the use of CCTV and Body Worn Video (BWV) carried by Security staff.

Legitimate Interest

12

The creation and maintenance of your staff IT account and access to IT services.

Contract

13

To facilitate the assessment and improvement of services that the University offers, to assess the effective management of the University and to ensure the efficient running of the University via internal and external audit

Public Task, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8: Equality of opportunity or treatment under equality legislation

14

To facilitate the assessment and improvement of services that the University offers and for future planning and analytics purposes

Legitimate Interest, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8: Equality of opportunity or treatment under equality legislation

15

To contact you to inform you not to come to campus in the event of an emergency e.g. power cut, flood, etc.

Legitimate Interest

16

To monitor IT network infrastructure, traffic and connected devices and users to improve services, identify security issues and to comply with legal and contractual obligations

Legal Obligations, Legitimate Interest

17

To manage the University car parks at the main Bailrigg campus, Health Innovation One and Chancellor’s Wharf, including the use of Automatic Number Plate Recognition (ANPR)”

Legitimate Interest

No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To administer your applications for internal and external training.

Contract

2

To maintain your training record.

Contract

No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To keep registers of interest and records of attendance, discussions, actions and decisions made at meetings you have attended.

Contract

No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To monitor the quality of teaching through activities such as the peer observation of teaching.

Public Task

2

To video capture lectures so that these can be made available through Moodle.

Consent

3

To keep records of research publications for record keeping and reference purposes.

Public Task

4

To process sabbatical application claims.

Consent

5

To allow the management of activity relating to externally funded projects, including research grants and for audit purposes.

Public Task

6

For academic research purposes where the law allows and subject to appropriate safeguards

Public Task, Archiving, research and statistics

No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To record details of time worked and pay your salary.

Contract

2

To keep timesheets to maintain a record of payment requests if you are an external examiner/consultant etc.

Contract

3

To process your expense and fee claim forms.

Contract

4

To maintain records of pension schemes and contributions for future reference and audit purposes.

Contract

5

To maintain your tax records for HRMC purposes.

Legal Obligation

6

To maintain records of payments made to third parties such as trade unions.

Legal Obligation, Employment, social security and social protection

7

The administration of research funding which directly relates to your work/studies, including keeping timesheets for grant purposes.

Public Task

No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To monitor the effectiveness of our equality and diversity plan through the information that you provide on your job application form.

Legal Obligation, Substantial Public Interest - DPA 2018, Schedule 1, Part 2, paragraph 8: Equality of opportunity or treatment under equality legislation

No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To maintain records of decisions regarding any promotions, rewards and staff awards you may have received.

Contract

No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To investigate and record the outcomes of any employee relation cases that you may be involved in.

Legal Obligation

2

To record instances of familial/sexual/romantic/business/commercial/financial relationships between staff, students, prospective staff or students and third parties where there may be a risk of a conflict of interest, in line with Office for Students Condition of Registration E6.

Public Task, Employment, social security and social protection

No

Purpose

Legal Basis: GDPR and DPA 2018 (where appropriate)

1

To record degree details for gown ordering.

Consent