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Privacy Notice for Staff

In this notice “we” means QMUL and “you” means staff at QMUL.

QMUL is a data controller in terms of the Data Protection Act 1998. We maintain information about you (your personal data) in paper and electronic form, which is kept in Human Resources, faculties and departments.

We use this information to administer payroll, pensions, training and appraisal, monitor equal opportunities and manage your access to various services such as IT and buildings. We are legally obliged to collect, retain and disclose certain information about you.

HESA and HEFCE
Some personal data about you is sent once a year to the Higher Education Statistics Agency (HESA). The data is sent in an anonymised form (so you cannot be identified from it). Please visit the HESA site for more information.

IT Facilities
Please read the privacy notice relating to Office 365. Your name will also be included in the QMUL Directory. Under the Regulation of Investigatory Powers Act 2000 and The Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 we have the right to monitor the use of computer and telephone facilities for purposes such as preventing and detecting criminal acts, investigating unauthorised use, making sure that policies are being followed and for training and quality control.

Car Parking
Permits are issued as per our Parking Policy. Car parking charges are administered by Liberty Services (t/a Car Parking Partnership); please see its terms and conditions as displayed in parking areas. Personal data is only shared in the context of parking enforcement between QMUL and Car Parking Partnership.

Overseas Employees
This statement only applies to staff with Tier 2 or Tier 5 visas. As required by UK government legislation we will report on your attendance at QMUL to UK Visas and Immigration.

External Disclosures
Sometimes we will pass information about you to third parties, where the law allows it. For example, we'd confirm the dates and nature of your employment here to a prospective employer. We do not give or sell your information to other organisations.

When you leave
If you decide to leave QMUL’s employment, your personnel file is kept for 6 years from the date you leave. If you were a member of a pension scheme, some information will be kept longer to allow payment of a pension.

Accessing your personal data
You have a right to see all the information that we keep about you. This is called a subject access request; please click here for further details.

Please contact the Records & Information Compliance Manager if you have any questions.

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