Data Protection Statement for Staff 2011 v1.0

Data Protection Statement for Staff 2011 v1.0
Data Protection Statement for Staff
The University of Strathclyde requires to collect, process, store and on occasion share
personal data relating to you as part of your employment with the University. From time to
time the University may also require to process some types of personal data which are
classed as “sensitive personal data”. This is data relating to racial or ethnic origin; political
opinions; religious beliefs or other beliefs of a similar nature; trade union membership;
physical or mental health or condition; sexual life and any alleged offences and/or criminal
Appropriate security measures are or will be in place to ensure that all personal and
sensitive personal data is held and processed confidentially.
Personal data relating to staff is processed (both manually and electronically) for various
administrative, management, and health and safety reasons, including but not limited to:
Provision of payroll and pension administration
Occupational health service
Personnel records including appraisal information and absence reporting including
medical information where appropriate
Equal opportunities monitoring
The University handles personal data in compliance with the Data Protection Act 1988 and
recognises the importance of correct and lawful processing. The University is registered with
the Information Commissioner’s Office (ICO) and our notification in the ICO’s register of data
controllers details the types of personal data we process.
The personal data you provide will only be used for official University business, including
correspondence; response to enquiries; official publications including the University web
pages and also for external organisations (including web sites) that promote the University’s
research activities. In some cases it may be necessary to transfer your personal data outside
the UK; if this occurs the University will ensure that adequate safeguards are in place.
The University discloses staff information to a variety of third parties; these include but are
not limited to:
Employees of the University (on a need-to-know basis in relation to job function)
Agents of the University e.g. pensions administrator
Relevant UK government departments, e.g. the Inland Revenue and the Higher
Education Statistics Agency (HESA)
Law enforcement agencies where required or appropriate
Relevant authorities dealing with emergency situations at the University
Any other authorised third party to whom the University has a legal/contractual
obligation to share data with.
The University will not disclose your personal data to any unauthorised third parties without
obtaining your consent, except where required to do so by law.
The University will retain your personal data as long as necessary for the purposes described
above. Please note that after termination of your employment the University may still
require to hold your personal data for a period of time to satisfy statutory/legal obligations
or for administrative purposes.
Rights under the Data Protection Act
As a ‘data subject’ you have a number of rights under the Act. This includes the right to:
Access the personal data the University holds about you
Have inaccurate data corrected
Prevent the processing of information which may cause you harm or distress
Prevent unsolicited marketing
Prevent automated decision-making
Right to access personal data
As a data subject you have a right to request a copy of information the University holds
about you, this is known as a ‘Subject Access Request’ (SAR). To find out about submitting a
SAR and details of paying the £10 fee see the Data Protection web pages or contact
[email protected]
The University strives to ensure that your personal data remains accurate. To assist with this
you should ensure that your personal record is kept up to date via PEGASUS. If you become
aware of any inaccuracies in the personal data held about you please inform the University
so they can amend it accordingly.
Further Information on Data Protection
For department-specific information please speak to your departmental Data Protection
Officer or Head of Department.
General information on Data Protection is available from the Information Commissioner’s
Office at
For information on the University’s Data Protection policies and procedures please see
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