We process the following categories of personal data:
Information related to your application and/or employment
We use the following information to carry out recruitment and selection processes. If appointed, you will provide and BU will receive data about you in respect of the work you undertake for us and your communications with BU staff, students and other individuals as part of your role at BU, and we will use this information for all purposes associated with the administration of the employer/employee relationship. In addition, we use this information for the purpose of contractual administration, providing support services, IT and other systems access, managing compliance with legal requirements, statutory returns and compliance (such as monitoring equal opportunities and equal / gender pay, and processing and responding to subject access requests and information requests and complying with our obligations under our publication scheme), carrying out research, surveys and statistical analysis (including using third party data processors to carry out benchmarking and surveys for us), safeguarding and promoting the welfare of staff, ensuring the safety and security of our staff, preventing and detecting crime, dealing with complaints and carrying out audits, supporting staff with making applications for research or other funding and regulatory approvals, business continuity and emergency purposes.
The data we collect about you includes:
- Applicant information (including your name, title, addresses, telephone number(s), and personal email addresses, employment and education history, details of any criminal convictions that you declare, copies of right to work documentation, references and other information included in your application form, Equality Monitoring forms, a CV or cover letter or as part of the application process).
- Personal contact details such as your name, address, contact telephone numbers (landline and mobile) and personal email addresses.
- Your date of birth, legal sex, nationality, ethnic origin, religion or belief, sexual orientation, sexual identity, disability, and National Insurance number.
- A copy of your highest and/or relevant educational qualification(s) and/or professional membership(s).
- Your photograph for the purpose of production of an access card.
- Bank details and information about your tax status and pension.
- Continuous service date if different to your start date with BU.
- A copy of your passport or similar right to work documentation.
- Marital status.
- Your emergency contacts and their contact information.
- HESA Identification Number (if previously employed by a Higher Education Institution).
- Teachers Reference Number if applicable.
- Conflict of interest declarations or gift declarations.
- Your responses to staff surveys if this data is not anonymised.
- Information relating to your salary, annual leave, pension, benefits and any other payments between you and us.
- If you drive a vehicle on BU business, a record of you having a valid driving licence and business insurance cover.
- Employment records (including job titles, work history, working hours, variations to terms and conditions, flexi-time, leave, sabbaticals, academic study leave, career breaks, paternity, maternity, adoption and other family leave, training records - including details of whether you have completed mandatory BU training and any professional memberships).
- Pension details including membership of occupational pension schemes (current and previous).
- Information relating to your performance and training. We use this information to assess your performance, undertake appraisal and to deal with any employer / employee related disputes. We also use it to meet the training and development needs required for your role.
- Information relating to your performance at work e.g. probation reviews, personal development plans, pay progression applications, promotions.
- Audio or video recording of lectures, presentations or training events, such as Panopto lecture capture system. Meetings may be recorded where there is a need for reasonable adjustments (see Accessibility Guidance) and agreement from the attendees.
- Information relating to any matters or complaints raised and investigated under BU policies and procedures, such as the Absence Management Policy, Dignity and Respect (Harassment) Policy, Disciplinary Procedure, Grievance Procedure, Sexual Harassment and Sexual Misconduct Policy and Performance Framework (Support and Development).
- Whistleblowing concerns raised by you, or to which you may be a party or witness.
- Your communications with BU staff, BU students and other people (including any opinions about you or made by you about another person).
- When you leave BU, your leaving date and your reason for leaving including any notes from the exit interview.
- Any Settlement Agreement which may be in place with regard to your employment.
- Redundancy information.
- Dismissal information.
- Details of any request you make to us and our handling of it, such as under the Freedom of Information Act 2000 or under the data protection laws.
- Information relating to proposed or actual litigation involving you and BU.
- Information relating to IT monitoring and/or access to our information services. We use this information to assess your compliance with corporate policies and procedures and to ensure the security of our premises, IT systems and employees.
- Information derived from monitoring IT acceptable use standards.
- Vehicle registration(s).
The name, professional service or faculty, work email address and telephone number(s) for staff will appear in BU’s internal email and staff intranet directory. This information will be used by call handling staff to direct external calls and general enquiries accordingly. If a member of staff has any personal and / or safety concerns about the release of work-related contact information they should contact HR at [email protected]. Staff profiles for academic staff, senior staff and staff in roles that involve significant contact with external organisations and or members of the public will normally be available online in accordance with BU’s policy on the Disclosure of Information on Employees.
Special Category and Criminal Convictions Data
We use the following special category and criminal convictions data to comply with our legal obligations and for equality and diversity monitoring (including equality analyses). We also use it to ensure the health, safety and wellbeing of our employees. The special category and criminal convictions data we collect about you includes:
- Information about criminal convictions and offences.
- Health and wellbeing information either declared by you or obtained from health questionnaire(s), occupational health referrals and reports, sickness absence forms or fit notes i.e. Statement of Fitness for Work from your GP or hospital.
- Where you leave employment and the reason for leaving is determined to be ill-health, injury or disability, the records relating to that decision.
- Information required for medical physicians and / or pension providers.
- Accident records if you have an accident at work.
- Details of any DSE assessments, access needs or reasonable adjustments.
- Information you have provided regarding Protected Characteristics as defined by the Equality Act and s.75 of the Northern Ireland Act for the purpose of equal opportunities monitoring. This includes ethnic origin, religion or belief, sexual orientation, sexual identity, disability and may be extended to include other protected characteristics.
- Details of any absences (other than holidays) from work including time on sick leave.
- Trade Union membership for the purpose of the deduction of subscriptions directly from salary or withholding of pay (for strike or action short of strike).
Personal Tutors and Learner Analytics
Where staff are fulfilling the role of Personal Tutor there will be records of their engagements with students in this capacity. These are in the form of records created by staff themselves in the BU Personal Tutor note-taking system and data reports generated from those records. This information will be created and managed in accordance with the Personal Tutor policy (5D) and associated Faculty and University guidance. Similarly, for those involved in the Learner Analytics there will be records of student engagement and learning. Further detail on this can be found here in the Learner Analytics privacy notice and code of practice.