How we use your personal information (for staff and visiting academics)

This page provides information about the use of personal information while you are a member of staff, worker, consultant, volunteer, visiting lecturer or faculty member or academic visitor at Harlaxton College. As a member of staff (or equivalent) you also have certain legal and contractual responsibilities to protect the personal information of other people (e.g. other employees, students) by handling it appropriately; relevant policies and guidance are available at Data Protection - Introduction.

1. What is ‘personal information’?

‘Personal information’ means any information which relates to or identifies you as an individual.

2. How does this webpage relate to other information about data protection?

When you applied to become a member of staff (or equivalent) you were told how the College would use your personal information during the recruitment process and for related purposes. You were referred to this webpage for a fuller statement of the uses we would make of your personal information if you became a member of staff (or equivalent). In addition to the information published here, when you use specific services and facilities offered by the College, you will be told about any other uses of your personal information.

3. Who will process my personal information?

The information provided here applies to the use, sharing and disclosure of your personal information by Harlaxton College (www.harlaxton.ac.uk or harlaxton.evansville.edu) and by the University of Evansville (www.evansville.edu). Please note that the College and the University are separate legal entities for these purposes. The College and the University work together closely and share your personal information for a variety of academic, administrative and statistical purposes in accordance with agreed protocols.

If you are simultaneously employed by or otherwise associated with another University or employer (e.g. the University of Evansville or a partner university), that organization will provide you with its own statement setting out how it will use, share and disclose your personal information.

4. What personal information will be processed?

The College will keep a record of the details you provided on your application form, any supporting documents requested, and additional details provided by any referees and recorded following any interview process. We will maintain various administrative and financial records about your employment at or association with Harlaxton College, and about your use of the academic and non-academic facilities and services that we offer. Where relevant, we may supplement these records with personal data from the public domain (e.g. your publications) or other sources.

Your personal information is created, stored and transmitted securely in a variety of paper and electronic formats, including some databases that are shared between the College and the University of Evansville (e.g. the Colleague course and student management system). Access to your personal information is limited to staff who have a legitimate interest in it for the purpose of carrying out their contractual duties, and our use of your personal information will not be excessive.

In addition to this, the College may process some information about you that is classed as ‘sensitive’ or ‘special category’ personal data, and which requires additional protections. This includes information concerning your ethnicity, sexual orientation, religious beliefs or health/disability for planning and monitoring purposes, or in order to provide care, help or suitable adjustments. For certain roles, other sensitive information may be processed, such as information about past criminal convictions, working with children or vulnerable adults, and your fitness to practice in certain regulated professions. Access to, and the sharing of, your ‘sensitive’ personal data are controlled very carefully. You will normally be given further details about our use of any such data when we collect it from you.

5. What is the purpose and legal basis of the processing?

The College will process your personal information for a range of contractual, statutory or public interest purposes, including the following:

  • To assess your suitability for a particular role or task (including any relevant right to work checks).
  • To support you in implementing any health-related adjustments to allow you to carry out a particular role or task.
  • Where relevant, to monitor, evaluate and support your research and commercialization activity.
  • To administer remuneration, payroll, pension and other standard employment functions.
  • To administer HR-related processes, including those relating to performance/absence management, disciplinary issues and complaints/grievances.
  • To operate security (including CCTV), governance (including conflicts/declarations of interest), audit and quality assurance processes and arrangements.
  • To deliver IT facilities to you.
  • To deliver facilities (e.g. libraries), services (e.g. accommodation) and staff benefits (e.g. fitness facilities, events) to you, and where appropriate to monitor your use of those facilities in accordance with College policies (e.g. on the acceptable use of IT).
  • To communicate effectively with you by post, email and phone, including the distribution of relevant newsletters and circulars.
  • To support your training, health, safety, welfare and religious requirements.
  • To compile statistics and conduct surveys and research for internal and statutory reporting purposes.
  • To fulfill and monitor our responsibilities under equalities, immigration and public safety legislation.
  • To enable us to contact others in the event of an emergency (we will assume that you have checked with the individuals before you supply their contact details to us).

We consider the processing of your personal information for these purposes to be either necessary for the performance of our contractual obligations with you (e.g. to manage your employment contract), or necessary for compliance with a legal obligation (e.g. the administration of taxes), or necessary for the performance of tasks we carry out in the public interest (e.g. the provision of education). We require you to provide us with any information we reasonably ask for to enable us to administer your contract. If we require your consent for any specific use of your personal information, we will collect it at the appropriate time and you can withdraw this at any time. Where we ask for any sensitive information, such as that concerning your ethnicity, sexual orientation, religious beliefs or health/disability, you will normally have the option to refuse your consent by not supplying it. We will not use your personal information to carry out any wholly automated decision-making that affects you.

6. Who will my personal information be shared with?

As described above, your personal information is shared with relevant staff at the College and the University of Evansville. In addition, your personal information is shared as permitted or required by law, on a considered and confidential basis, with a range of external organisations, including the following:

  • The external providers of any staff benefits or pensions.
  • Relevant Government Departments (e.g. Home Office, Foreign and Commonwealth Office, Department of Health), executive agencies or non-departmental public bodies (e.g. UK Visas and Immigration, HM Revenue and Customs, and the Health and Safety Executive.
  • Any relevant professional or statutory regulatory bodies.
  • Any relevant simultaneous employers (e.g. the University of Evansville and partner institutions).
  • On occasion and where necessary, the police and other law enforcement agencies.
  • On occasion and where necessary, auditors.
  • On occasion and where necessary, subsidiary companies of the College (e.g. Harlaxton Manor Enterprises Ltd).
  • Companies or organizations providing specific services to, or on behalf of, the College or University of Evansville (e.g. Terra Dotta, LiveText).

We will provide references about you to external enquirers or organizations where you have requested or indicated that we should do so. We will include your basic contact details in our internal online directory.

On occasion, the above types of sharing may involve the transfer of your personal information outside the European Economic Area (e.g. to report to your home institution). Such transfers usually are necessary in order to meet our contractual obligations with you and are carried out with appropriate safeguards in place to ensure the confidentiality and security of your personal information.

Other than as set out above, we will not normally publish or disclose any personal information about you to other external enquirers or organizations unless you have requested it or consented to it, or unless it is in your vital interests to do so (e.g. in an emergency situation).

We do not sell your personal data to third parties under any circumstances.

7. How can I access my personal information?

You have the right to access the personal information that is held about you by the College or University. Further details are set out on the College’s data protection webpages at Data Protection - Subject Access Requests.

You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing (including the receipt of direct marketing) or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.

8. How long is my information kept?

We store your personal information as part of your staff record for the duration of your employment or assignment (and it may be used as part of our assessment of any future application you make for further employment at Harlaxton College). After you leave, certain records pertaining to your employment are retained indefinitely so that the details of your employment can be confirmed and so that we can conduct statistical or historical research.

Alumni benefits and services are made available to certain categories of former staff. If you choose to accept these benefits, more information about the use of your personal information is published at Data Protection - Introduction.

9. Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please consult the College’s data protection webpages at Data Protection - Introduction. If you need further assistance, please contact the College’s Data Protection Officer (dpo@harlaxton.ac.uk).

10. How do I complain?

If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

11. Are changes made to this webpage?

This webpage was last updated in June 2018. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified via this webpage and/or by email.

Return to the Data Protection Introduction