How we use your information


No Purpose Legal Basis: GDPR (Article 6)
1. To process your applications for employment through the HR or Employment and Recruitment Services. Contract
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
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
5. To promote potential vacancies that may be of interest to you if you have registered with the Employment and Recruitment Service (ERS). Consent

Induction, Monitoring and Performance and Development

No Purpose Legal Basis: GDPR (Article 6)
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


No Purpose Legal Basis: GDPR (Article 6)
1. To administer your staff record including absence management, back to work returns and tracking of leave requests. Contract
2. To provide your details on the staff intranet for communication purposes:
• Name, Work Email, Work Telephone number, Job Role;
• Photo (and in email)
• Biography.

Legitimate Interest
3. The creation of your e-mail 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
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
11. To protect the safety of individuals and their property and the protection of University assets, including the use of CCTV. Legitimate Interest
12. The creation and maintenance of your staff IT account and access to IT services. Contract

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

Legitimate Interest

Staff Training

No Purpose Legal Basis: GDPR (Article 6)
1. To administer your applications for internal and external training. Contract
2. To maintain your training record. Contract

Committees/ Departmental meetings

No Purpose Legal Basis: GDPR (Article 6)
1. To keep registers of interest and records of attendance, discussions, actions and decisions made at meetings you have attended. Contract

Academic/Research/Externally funded activities

No Purpose Legal Basis: GDPR (Article 6)
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

Payroll /Pensions /Finance

No Purpose Legal Basis: GDPR (Article 6)
1. To 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
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 (Article 6)
1. To monitor the effectiveness of our equality and diversity plan through the information that you provide on your job application form. Legal Obligation

Promotions and Rewards

No Purpose Legal Basis: GDPR (Article 6)
1. To maintain records of decisions regarding any promotions, rewards and staff awards you may have received. Contract

Employee Relations

No Purpose Legal Basis: GDPR (Article 6)
1. To investigate and record the outcomes of any employee relation cases that you may be involved in. Legal Obligation

Academic Processions

No Purpose Legal Basis: GDPR (Article 6)
1. To record degree details for gown ordering. Consent