Worker Privacy Notice (update 2023 Non Table Version ) - Appendix to Worker Privacy Notice of Queen Margaret University
Data marked * below is ‘special categories of personal information’ or might disclose such information.
We must have additional legal grounds for processing special categories of personal information – these are listed in the middle column of the table.
Reason for processing your personal information
- Make a decision about your recruitment or appointment
- Determine the terms on which you work for us, and advise you of these
Legal basis for processing, and legitimate interest (where applicable)
- To enter or carry out the contract
- To comply with a legal obligation For our legitimate interests:
- to select suitable employees, workers and contractors
- *For special categories of information:
- For legitimate public interest
Your personal information
- Personal contact details (including name, address, email, telephone number)
- Your application form, CV and interview notes
- References and details of previous employers
- Professional memberships and qualifications
- Copy of your driving licence, where applicable
- Offer letter, your contract with us
- Work location
- Start date
- Unspent criminal convictions and offences*
Reason for processing your personal information
- Check you are legally entitled to work in the UK
Legal basis for processing, and legitimate interest (where applicable)
- To enter or carry out the contract
- To comply with a legal obligation
Your personal information
- Personal contact details
- Documentation confirming your right to work in the UK
Reason for processing your personal information
- Contact you
- Administer our contract with you
- Ensure compliance with the terms of your contrat
- Provide and process payments and benefits to you (including complying with pension auto- enrolment obligations, liaising with your pension provider and determining pension eligibility)
- If applicable, deduct tax and national insurance
Legal basis for processing, and legitimate interest (where applicable)
- To enter or carry out the contract
- To comply with a legal obligation
- *For special categories of information:
- To exercise or perform employment law rights or obligations
Your personal information
- Personal contact details
- Work location
- Offer letter and your contract with us
- Start date
- Bank account details
- Payroll and wage records, compensation history, salary and benefits details, including pension and bonus details
- Tax and national insurance details, including national insurance number
- Absence records (excluding data disclosing sickness and health information)
- Hours worked, overtime, shift records
- Holiday records
- Information and correspondence regarding pregnancy,
- birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants*
- Age and date of birth
Reason for processing your personal information
- Business management and planning, including accounting or auditing
- Manage performance and conduct
- Conduct disciplinary and grievance proceedings
- Assess qualifications and suitability for a job or task, including promotion decisions
- Manage flexible working applications
- Make decisions about continued employment or engagement
- Make arrangements for the termination of our working relationship
Legal basis for processing, and legitimate interest (where applicable)
- To carry out the contract
- To comply with a legal obligation For our legitimate interests:
-
- Business management
- Workforce planning
- Ensure a suitable workforce
- Ensure compliance with our
- policies and procedures
- *For special categories of information:
- To exercise or perform employment law rights or obligations
- To review equality of opportunity or treatment
Your personal information
- Personal contact details
- Work location
- Offer letter and your contract with us
- Start date
- Payroll and wage records, compensation history, salary and benefits details, including pension and bonus details
- Absence records
- Hours worked, overtime, shift records
- Holiday records
- Information and correspondence regarding pregnancy, birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants*
- Details of job titles and duties, work history, performance and appraisal records
- Age and date of birth
- Information and correspondence regarding flexible working applications
- Professional memberships and qualification
- Training records
- Information and correspondence relating to disciplinary and grievance investigations and proceedings
- Information confirming you have read and understood our policies and procedures (HR Induction Checklist)
- Information about your use of our information and communication systems, and emails passing through our systems
- Redundancy information, including pooling data,selection matrixes, consultation notes, correspondence
- Marriage or civil partnership status*
- Gender
- Information on gender reassignment*
- Data revealing race, religious beliefs or sexual orientation*
- Trade union membership*
- Criminal convictions and offences (including alleged offences in case of position which meet the definition of regulated work and therefore require PVG)*
Reason for processing your personal information
- Manage sickness absence
- Assess your fitness to work
- Consider disability status and reasonable adjustments for disabled workers
Legal basis for processing, and legitimate interest (where applicable)
- To carry out the contract
- To comply with a legal obligation For our legitimate interests:
- Business management
- Workforce planning
- Ensure a suitable workforce
- Ensure compliance with our
-
policies and procedures
*For special categories of information:-
To exercise or perform employment law rights or obligations
-
For the purposes of preventive or occupational medicine, or for the assessment of your working capacity
-
To review equality of opportunity or treatment
-
Your personal information
- Personal contact details
- Work location
- Start date
- Offer letter and your contract with us
- Payroll and wage records, compensation history, salary and benefits details, including pension and bonusdetail
- Absence records
- Health data and sickness records, including disability information*
- Hours worked, overtime, shift records
- Holiday records
- Information and correspondence regarding pregnancy,
- birth and maternity leave
- Information and correspondence regarding breastfeeding*
- Information and correspondence relating to disciplinary and grievance investigations and proceedings
- Information confirming you have read and understood our policies and procedures (HR Induction Checklist)
- Details of job titles and duties, work history, performance and appraisal records
Reason for processing your personal information
- Manage requests for time off work, including but not limited to time off for:
- Antenatal appointments;
- Maternity, paternity, adoption, parental and / or shared parental leave
- Time off for dependants
- Trade union duties
- Bereavement
- Jury service
- Emergency leave / Carer’s leave
Legal basis for processing, and legitimate interest (where applicable)
- To carry out the contract
- To comply with a legal obligation
- For our legitimate interests:
- Business management
- Workforce planning
- Ensure compliance with our
- policies and procedures
- *For special categories of information:
- To exercise or perform employment law rights or obligations
Your personal information
- Personal contact details
- Start date
- Offer letter and your contract with us
- Work location
- Absence records
- Information and correspondence regarding pregnancy,birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants*
- Dependants*
- Trade union membership*
Reason for processing your personal information
- Carry out education, training and development
Legal basis for processing, and legitimate interest (where applicable)
- For our legitimate interests:
- Business management
- Workforce planning
- Ensure a suitable workforce
- Ensure compliance with our policies and procedures
Your personal information
- Start date
- Absence records
- Details of job titles and duties, work history,performance and appraisal records
- Professional memberships and qualifications
- Training records
Reason for processing your personal information
- Comply with gender pay gap reporting obligations
- To comply with a legal obligation
- *For special categories of information:
- To exercise or perform employment law rights or obligations
Your personal information
- Gender
- Payroll and wage records, compensation history, salary and benefits details, including pension and bonus details
- Hours worked, overtime, shift record
- Absence records
- Information and correspondence regarding pregnancy,birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants*
Reason for processing your personal information
- Monitor your use of our IT and communications systems
Legal basis for processing, and legitimate interest (where applicable)
- For our legitimate interests:
- Ensure compliance with our policies and procedures
- Protect our business information
- Ensure compliance with our confidentiality obligations to clients
- Ensure network and information security, including checking for viruses, preventing unauthorised access to our information and communication systems, preventing malicious software distribution, or to find or retrieve lost messages
- Service the needs of customers and clients
Your personal information
- Your name
- Work location
- Information about your use of our information and communication systems, and emails passing through our systems
- Correspondence to and from you (electronic or otherwise) and telephone voicemail messages during times when you are absent from the workplace
Reason for processing your personal information
- Prevent and detect crime and ensure a secure work environment
Legal basis for processing, and legitimate interest (where applicable)
- For our legitimate interests
- Verify the identity of individuals accessing our premises
- Prevent and detect theft
Your personal information
- Your name
- Work location
- CCTV images
Reason for processing your personal information
- Carry out equal opportunities monitoring
Legal basis for processing, and legitimate interest (where applicable)
- For our legitimate interests:
- To review equality of opportunity or treatment
- *For special categories of information:
- To review equality of opportunity or treatment
- To exercise or perform employment law rights or obligations
Your personal information
- Health data, including disability information*
- Information regarding pregnancy and maternity*
- Age and date of birth
- Marriage or civil partnership status*
- Gender
- Information on gender reassignment*
- Data revealing race, religious beliefs or sexualorientation*
Reason for processing your personal information
- Comply with health and safety obligations
Legal basis for processing, and legitimate interest (where applicable)
- To comply with a legal obligation
- *For special categories of information:
- To exercise or perform employment law rights or obligations
- For the purposes of preventive or occupational medicine, or for the assessment of your working capacity
Your personal information
- Your name
- Health data and sickness records, including disability information*
- Accident records
- Training records
- Hours worked, overtime, shift records
- Information regarding pregnancy and maternity*
- Information and correspondence regarding breastfeeding*
Reason for processing your personal information
- Maintain records of your working time and holidays,
Legal basis for processing, and legitimate interest (where applicable)
- To carry out the contract
- To comply with a legal obligation
- For our legitimate interests:
- Business management
- Workforce planning
Your personal information
- Your name
- Hours worked, overtime, shift records
- Holiday records
Reason for processing your personal information
- Inform your contacts in the event of sickness, accident or other emergency
Legal basis for processing, and legitimate interest (where applicable)
- For the legitimate interests of the emergency contacts you have notified to us:
- To be informed in the event of sickness, accident or other emergency
Your personal information
- Your name
- Work location
- Emergency contact details
Reason for processing your personal information
Protect your vital interests or those of another person (in exceptional circumstances, such as a medical emergency)
Legal basis for processing, and legitimate interest (where applicable)
- To protect your vital interests or those of another person
- *For special categories of information:
- To protect the vital interests of you or another person, if you are incapable of giving consent
Your personal information
- Personal contact details
- Work location
- Accident records
- Health data and sickness records, including disability information*
- Emergency contact details
Reason for processing your personal information
- For business promotion
Legal basis for processing, and legitimate interest (where applicable)
- For our legitimate interests:
- Business promotion and marketing of our services
Your personal information
- Your name
- Work location
- Professional memberships and qualifications
Reason for processing your personal information
- Collect information regarding your reasons for leaving our business
Legal basis for processing, and legitimate interest (where applicable)
- For our legitimate interests:
- To understand employee and worker attrition rates
Your personal information
- Your name
- Work location
- Offer letter, your contract with us
- Start date
- Details of job titles and duties, work history
- Information from exit interviews
Reason for processing your personal information
- To provide a reference regarding you
Legal basis for processing, and legitimate interest (where applicable)
- To comply with a legal obligation
Your personal information
- Your name
- Work location
- Start date
- End date
- Details of job titles and duties, work history
- Final salary
- Reason for leaving
Reason for processing your personal information
- Submission of impact case study to support the University’s submission to REF
- Evidence to support and corroborate impact of academic research beyond academia.
- Data relating to staff centre membership and REF status
- For our legitimate interest:
- To ensure optimal submission to REF
Your personal information
- Data relating to impact of research – the more detail we can provide here the better
- Name and address/new employer address/role
- Dates when involved in the underpinning research or receipt/benefactor of impact.
Reason for processing your personal information
- To comply with our statutory obligation to return data to HESA
Legal basis for processing, and legitimate interest (where applicable)
- For our legitimate interest,
- To meet our obligation for our annual statistical staff return
