Employee Privacy Notice

1) Employee

The University collects and processes personal data relating its employees to manage the employment relationship. The University is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

2) Information about you: what we collect and how we use it

The University collects and processes a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number, date of birth and gender;
  • the terms and conditions of your employment;
  • details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the University;
  • information about your remuneration, including entitlement to benefits such as pensions;
  • details of your bank account and national insurance number;
  • information about your marital status, next of kin and emergency contacts;
  • information about your nationality and entitlement to work in the UK;
  • information about your criminal record;
  • details of your working pattern, hours and attendance at work;
  • details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;
  • details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
  • assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence;
  • information about medical or health conditions, including whether or not you have a disability for which the University needs to make reasonable adjustments;
  • details of accidents, incidents and near misses, related to University activities, that you have either reported or been involved in;
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

The University may collect this information in a variety of ways. For example, data might be collected through application forms or CVs; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment; from correspondence with you; or through interviews, meetings or other assessments.  Information may also be gathered through input by yourself into the HR System (StaffSpace) or the University Accident, Incident, Near Miss Reporting system. 

In some cases, the University may collect personal data about you from third parties, such as references supplied by former employers and information from criminal records checks permitted by law.

Data will be stored in a range of different places, including in your personnel file, in the University's HR management systems, Incident Reporting system and in other IT systems (including the University's email system and data within test environments).

3) Why does the University process personal data?

The University needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefit and pension entitlements.

In some cases, the University needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee's entitlement to work in the UK, to enable employees to take periods of leave to which they are entitled and to comply with health and safety legislation related to:

  • risk assessment and management strategies;
  • training;
  • health surveillance;
  • compliance assessments;
  • incident management; and
  • personal emergency evacuation plans

Data is also collected and processed in order to deduct tax, National Insurance, Student Loans and court order payments as required.

In other cases, the University has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows The University to:

  • run recruitment and promotion processes;
  • maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;
  • provide facilities such as IT services, Library Services and car parking provision;
  • operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
  • operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes;
  • operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
  • obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled;
  • operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that The University complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
  • ensure effective general HR and business administration;
  • provide references on request for current or former employees;
  • respond to and defend against legal claims;
  • maintain and promote equality in the workplace;
  • manage health and safety in compliance with relevant legislation;
  • Provide emergency notifications, for example confirming campus closure due to inclement weather.

Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities).

Where the University processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that the University uses for these purposes is anonymised and can be withdrawn at any time by the employees removing the information via StaffSpace. Employees are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.

4) Who has access to data?

Your information may be shared internally, including HR&OD, Payroll, your line manager, managers or nominated administrators in the business area in which you work, Incident Investigators, lead fire wardens and IT staff if access to the data is necessary for performance of their roles.

If you belong to a Staff Network you have agreed, by joining that network, for them to have access to the information you have provided to them. The Network Chairs will be responsible for ensuring your data is held securely and in accordance with the legislation.

The University shares your data with third parties in order to obtain pre-employment references from other employers and obtain necessary criminal records checks from the Disclosure and Barring Service.

The University also shares your data with third parties that process data on its behalf, in connection with payroll, pensions, the provision of benefits and the provision of occupational health services.

The University shares your data with relevant health and safety regulatory authorities (such as the Health and Safety Executive) in connection with incident management and emergency planning and response.

The University provides anonymised information to external agencies including, but not limited to, HESA and UCEA.  Specific communications from UCEA in relation to data submitted for pay surveys will be available before the next survey is due towards the end of 2018.

The University will not transfer your data to countries outside the European Economic Area.

5) How does the University protect data?

The University takes the security of your data seriously. The University has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. 

Where The University engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

6) How long does the University keep data?

The University will hold your personal data for the duration of your employment and for seven years after you have left.

7) What if you do not provide personal data?

You have some obligations under your employment contract to provide the University with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide the University with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable the University to enter a contract of employment with you. If you do not provide other information, this will hinder the University's ability to administer the rights and obligations arising as a result of the employment relationship efficiently.

8) The Data Controller and further information

Canterbury Christ Church University is the Data Controller for this personal data.

Please click the link below to access further information regarding:

  • The Data Controller
  • The name and contact details of the University Data Protection Officer
  • Where to make a complaint
  • Your rights as a Data Subject
  • How to contact the Regulator


9) Version Control

Title: Privacy Notice - Employee
Applicable to: Employees
Process Owner: HR&OD
Date approved: 25 May 2018
Date of review: 25 May 2019
Date last amended: 25 May 2018 

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Last edited: 01/06/2020 17:11:00