This Privacy Notice tells you what to expect in relation to personal information about you which is processed by the University of the Arts London (UAL) and UAL Short Courses Ltd (UALSC) and applies to all UAL employees (including Hourly Paid Lecturers) as well as UALSC employees (including Short Course Tutors and Teachers).
You can find more information about data protection at UAL and your rights on our Privacy information page.
Unsuccessful applicants
Information provided by or recorded about applicants for positions at UAL/UALSC Ltd who are unsuccessful will be used for the following purposes only:
- To identify you and contact you about the role
- To assess your suitability for the role
- To monitor diversity among applicants
UAL/UALSC retains this information for 6 months after the completion of the recruitment process to support the handling of queries or disputes arising over the process, and/or to facilitate the restarting of the process if the role is not filled as planned. Anonymised data will be used to report on the historical performance of our recruitment process.
For the legal basis and more information about the processing of this data, please see ‘application data’ in the table below.
Successful applicants and ongoing employees
The table below details the personal data we process because of your employment with UAL/UALSC. It covers what we collect, how we use it and the legal basis for doing so. Information relating to who we share information with is covered later in this document.
Category of information: Career history, application information, references and other selection or evaluation data.
How this information is used: For panel members pre-interview to decide on your suitability for jobs that you apply for, and to record our assessment of your suitability for jobs that you are being considered for or the role you perform.
Legal Basis for Processing this information: Article 6 of GDPR – (b) “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”
| Category of Information | How this information is used | Legal Basis for Processing this information |
|---|---|---|
Career history, application information, references and other selection or evaluation data | For panel members pre-interview to decide on your suitability for jobs that you apply for, and to record our assessment of your suitability for jobs that you are being considered for or the role you perform. | Article 6 of GDPR – (b) “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract” |
Personal information: your forename, surname and home address | We use this information to identify and contact you in relation to your application and employment and your details will also be used to create a contract of employment, and your name to create a UAL profile and email account in order to give and control access to UAL’s Microsoft 365 platform and other applications specific to your role. | Article 6 of GDPR – (b) Contract |
Identity information: your National Insurance Number; passport details; right to work information | We use this information to ensure that we comply with UK immigration and employment legislation. | Article 6 of GDPR – (c) Legal Obligation |
Personal contact information: Your email address; home and / or mobile telephone numbers | We use this information to communicate with you to support your employment and development. | Article 6 of GDPR – (b) Contract |
Next of kin and emergency contact information: your nominated next of kin, emergency contact names and means of contact | We use this information to communicate to the people you have nominated. | Article 6 of GDPR – (c) Legal Obligation |
Contractual information: includes job title, salary information, working hours | We use this information to prepare a contract of employment and to exercise our legal obligations in relation to this contract of employment. | Article 6 of GDPR – (b) Contract |
Diversity information: information relating to your gender, race, religion, disability, or sexuality | We use this information to help ensure legal compliance and to monitor the effectiveness of our policies and procedures. | Article 9 of GDPR – (a) Consent |
Contractual information: includes job title, salary information, working hours | We use this information to support your development and in the case of disciplinary and grievance information to ensure consistency with the staff charter. | Article 6 of GDPR – (b) Contract Article 6 of GDPR – (f) Legitimate Interests |
Absence information: types of absence (annual leave, maternity leave, sickness leave, special leave, unpaid leave), length of absence and absence reason - sickness absence only | We use this information to manage and comply with your contractual entitlements under the various absence schemes. | Article 6 of GDPR – (b) Contract |
Payroll information: payslip and P60 Information including your bank details | We use this information to exercise our obligations under a contract of employment with you and to comply with UK legislation. | Article 6 of GDPR – (b) Contract |
We use this information to exercise our obligations under a contract of employment with you and to comply with UK legislation | Article 6 of GDPR – (b) Contract | |
| Security information: personal data captured by CCTV, ID card premises access data and logs of activity on IT systems | We use this information to secure University assets, prevent and detect crime, identify misuse of systems and investigate health and safety incidents. | Article 6 of GDPR – (f) Legitimate Interests |
Sickness and occupational health information: data collected by UAL or shared with UAL by occupational health provider | We use this information to monitor and prevent sickness, and by sharing with appropriate line managers and HR staff to provide occupational health support, reasonable adjustments and support for rehabilitation. | Article 6 of GDPR – (b) Contract Article 9 of GDPR - (g) ‘Substantial Public Interest’ as detailed in the Data Protection Act Schedule 1 Part 1(2) - ‘Health or social care purposes’ |
Disability status | To take positive action to address underrepresentation under the Equality Act and the Disability Confident Scheme | Article 9 of GDPR – (b) Employment Law |
Staff information will be stored within iTrent – UAL’s and UALSC’s staff database – for up to 6 years after the year your employment ends. CCTV images will be kept for 30 days, IT access logs for up to 90 days, and premises access data for one year after then end of the current academic year.
How and why we share personal data
Any personal data may be shared with UK law enforcement or tax collection officials on request if they provide a court order or otherwise can demonstrate the specified information is necessary for the prevention or detection of crime of the collection of taxes. We will also share personal data with health professionals if necessary to protect the ‘vital interests’ of the data subjects and with others necessary to safeguard adults at risk or any other similar situation that meets the definition of ‘substantial public interest’ under the Data Protection Act 2018.
Additionally, UAL/UALSC does not sell, rent or trade any your personal information detailed in this Privacy Notice.
The table below provides additional details of all of the specific third parties that UAL/UALSC shares employment information with.
| Name of Organisation | Information shared | Purpose of sharing the information |
|---|---|---|
Oleeo - Recruitment system known as REX | Personal, identity, contractual and diversity information. | UAL/UALSC has a contract in place with Oleeo for the provision of an Applicant Tracking System (ATS). |
Midland HR (MHR) - Employee and Manager Self Service | Personal, identity, next of kin and emergency contact, contractual, diversity, disciplinary and grievance, absence, Probation and Planning Review Appraisal (PRA), payroll and pension information. | UAL/UALSC has a contract in place with MHR for the provision of a Human Resources and Payroll System. |
UNIT 4 - ABW / Agresso Business World | Personal, contractual and payroll information. | UAL/UALSC has a contract in place with UNIT 4 for the provision of a Finance Management System. |
National Westminster Bank Plc (“NatWest”) | Personal and payroll information. | To fulfil payment in relation to paying staff expenses and advances to staff bank accounts. |
Lloyds Banking Group Plc | Personal and payroll information. | To fulfil payment in relation to paying staff expenses and advances to staff bank accounts. |
ActionPoint | Personal, identity, contractual and payroll information. | UAL/UALSC has a contract in place with ActionPoint for the maintenance of a Contracting Solution for its Hourly Paid Lecturers. |
Capita | Personal, identity and contractual information. | UAL/UALSC has a contract in place with Capita Plc for the provision of checks under the Disclosure and Barring Service (DBS). |
Medicine at Work | Personal and identity information. | UAL/UALSC has a contract in place with Medicine at Work for the provision of annual medical checks for Senior Executive Staff. |
People Asset Management Ltd (PAM) - UAL ‘s OH and Employee Assistance Programme (EAP) Provider | Personal information, absence, and identity information. | PAM provides UAL/UALSC with a confidential OH & EAP counselling and mediation service and personal information is provided by employees voluntarily or by managers after consultation with employees. PAM is a registered data controller, directly responsible for how they use your personal data and share it back to UAL. |
HESA | Personal, identity and contractual information. | UAL/UALSC has a statutory requirement to provide information to HESA to support sector planning and benchmarking. |
UKVI SMS | Personal, identity, contractual and payroll information. | UAL/UALSC has a contract in place with UKVI Plc for the provision of Tier 2 and Tier 5 visas. |
SABA Ltd | Personal, identity and contractual information. | UAL/UALSC has a contract with SABA for the provision of Organisation Charting Software. |
Universities Superannuation Scheme (USS) / Teachers Pensions (TP) / Local Pensions Partnership (LPP) Prudential Insurance / Department for Work & Pensions (DWP) / Smart Pensions | Personal, identity, contractual, absence, payroll and pension information. | UAL/UALSC has a contract in place with USS, LPP, TP & Prudential for the purposes of Employee Pensions Administration. |
His Majesty’s Revenue & Customs (HMRC) | Personal, identity, payroll and pension information. | UAL/UALSC has a legal requirement to provide HMRC with information in relation to all employee’s earnings and deductions. |
Bottom Line (PTX) | Personal, identity and payroll information. | UAL/UALSC has a contract in place with Bottom Line for the provision of an employee payroll payment Service (BACS). |
Computershare Ltd | Personal, identity, contractual and payroll information. | UAL has a contract in place with Computershare for the provision of an employee benefits service (Child Care Vouchers Scheme). |
CycleScheme Ltd | Personal, identity, contractual and payroll information | UAL has a contract in place with CycleScheme Ltd for the provision of an employee benefits service (Cycle Scheme). |
Cardinus Risk Management | Personal, identity, contractual and diversity information | UAL/UALSC has a contract in place with Cardinus Risk Management for the provision of a Workstation Assessment (training & support) service. |
Simply Health | Personal, identity and payroll information. | UAL employees can elect to make contributions to a Health Care Scheme and information is shared with the provider for this purpose. |
General and Municipal Boilermakers Union (GMB) / Unison / University and College Union (UCU) | Personal, identity and payroll information. | These are the Trade Unions that UAL recognises, and for which check off arrangements are in place. |
HM Courts & Tribunals Service (HMCTS) | Personal, identity, contractual and payroll information | Where requested by the Court Service UAL/UALSC is required to provide HMCTS with information in relation employee’s Earnings. |
Administrate Ltd | Full name and work email address. | UAL Short Courses Ltd has a contract in place with Administrate for the provision of the Administrate system. Full name and email address is used to grant users access to the system. |
Electoral Reform Services (ERS) or similar | Personal contact information. | To carry out staff elections for the Academic Board or Court of Governors. |
Matrix Booking | Full name and work email address. | To allow booking of hot desks and meeting rooms in Campus buildings |
Trust ID | Personal, identity and contractual information. | To allow completion of digital Right to Work checks for UK and Irish passport holders. |
Your rights
These are explained on our Privacy information page.
Changes to this Privacy Notice
This Notice was last updated on 3 October 2023. The Notice will be reviewed before we make any changes to our data processing activities or if there is a change in data protection regulations.