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How we use your personal information

This statement explains how ����Ӱҵ College (“we” and “our”) handles and uses information we collect about our staff (“you” and “your”).  For these purposes, “staff” is intended to include employees, workers and casual workers and contractors (e.g. undergraduate supervisors, ad-hoc or temporary maintenance, kitchen or catering staff etc.). It does not include Fellows and Senior Members. In broad terms, we use your data to manage your employment with the College, including your role and the performance of it, how we support you as an employer, and how you are paid, as well as other statutory requirements.

The controller for your personal information is ����Ӱҵ College, Trinity Street, Cambridge, CB2 1TA. The Data Protection Officer for the College is the Office of Intercollegiate Services Ltd (OIS Ltd), 12B King’s Parade, Cambridge; 01223 768745; college.dpo@ois.cam.ac.uk. The Data Protection Officer should be contacted if you have any concerns about how the College is managing your personal information, or if you require advice on how to exercise your rights as outlined in this statement. The person within the College otherwise responsible for data protection at the time of issue, and the person who is responsible for monitoring compliance with relevant legislation in relation to the protection of personal information, is the Senior Bursar (email: senior.bursar@cai.cam.ac.uk).

Unless otherwise stated, the legal basis for processing your personal data is that it is necessary for the performance of the employment contract we hold with you, or because there is a legal obligation (e.g. processing your monthly salary, tax and pension contributions).

How your data is used by the College

Your data is used by us for a number of purposes, including:

A. supporting your employment and your performance in your role:

Personal data includes:

i) *personal details, including name, title, date of birth, marital status, national insurance number, contact details (phone, email, postal, both work and personal), and (if applicable) your car registration number for car park management;
ii) your current and any previous role descriptions;
iii) your current and any previous contracts of employment and related correspondence;
iv) any occupational health assessments and medical information you have provided, and related work requirements;
v) records of risk assessments relating to display screen equipment, lone working or pregnancy at your place of work, including where you are working from home;
vi) *records of food allergens or dietary requirements;
vii) *your training and development qualifications, requests and requirements;
viii) your photograph;
ix) driving licence information, including *driving licence number, penalties and disqualifications (only for employees and workers operating College vehicles). This information is retained until the conviction is spent and then for one year after the annual driving licence check.

B. ensuring that you have the right to work for the College:

Personal data includes:

i) *your recruitment information (including your original application form and associated information submitted at that time);
ii) other data relating to your recruitment (including your offer of employment and related correspondence, references we took up on your appointment, and any pre-employment assessment of you);
iii) *evidence of your right to work in the UK (e.g. copies of your passport);
iv) Disclosure and Barring Service check results, updated as required (for roles requiring DBS).

C. paying and rewarding you for your work:

Personal data includes:

i) *your bank details;
ii) *details of your preferred pension scheme;
iii) your current and previous salary and other earnings (e.g. maternity pay, overtime), and the amounts you have paid in statutory taxes;
iv) correspondence between you and the College, and between members and staff of the College, relating to your pay, pension, benefits and other remuneration; v) your gender.

In addition, we maintain records of your use or take-up of any benefit schemes provided by us (e.g. healthcare), which we collate and monitor to review the effectiveness of these staff benefits.  The legal basis for this processing is that it is in our legitimate interest to ensure that any staff benefit schemes represent good value for money to both you and us, and to ensure that you do not overuse your entitlements.

D. administering HR-related processes, including records of absences and regular appraisals of your performance and, where necessary, investigations or reviews into your conduct or performance:

Personal data includes:

i) *records of your induction programme and its completion;
ii) *records of your performance appraisals with your line manager;
iii) records, where they exist, of any investigation or review into your conduct or performance;
iv) records of absences from work (including but not limited to annual leave entitlement, sickness leave, parental leave, carers leave and bereavement leave)
v) correspondence between you and the College, and between members and staff of the College, regarding any matters relating to your employment and any related issues (including but not limited to changes to duties, responsibilities and benefits, your retirement, resignation or exit from the College and personal and professional references provided by the College to you or a third party at your request).

E. maintaining an emergency contact point for you:

*Personal data includes details of your preferred emergency contact, including their name, relationship to you and their contact details.

F. monitoring equality and diversity within the College:

i) *Personal data includes information relating to your age, nationality, gender and marital status; 
ii) *Information about your religion or beliefs, sexual orientation and ethnicity.  
This information is collected separately and kept anonymously for monitoring only. The purpose for processing this special category data is that there are reasons of substantial public interest to identify or keeping under review the existence or absence of equality of opportunity or treatment.

G. disclosing personal information about you to external organisations, as permitted or required by law:

For example, the Charity Commission requires the College to disclose related party transactions. Consequently, a related parties schedule needs to be completed and signed by members of staff with influence over finances and spending decisions. This information is shared with the College’s auditors.

If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the address given below.

Data marked with an * relate to information provided by you, or created in discussion and agreement with you. Other data and information is generated by the College or, where self-evident, provided by a third party.

We would not monitor social media sites for any personal data relating to you, unless we believed there was a legitimate interest for us to do so (e.g. monitoring compliance with an agreed plan, such as a homeworking agreement) and only if we inform you we might do this in advance.

Consequently, we do not routinely screen your social media profiles but, if aspects of these are brought to our attention and give rise to concerns about your conduct, we may need to consider them. Our social media guidelines are available .

We also operate CCTV on our sites which will capture footage. The legal basis for processing your personal information via a CCTV system is that it is in our legitimate interests to protect College property, ensure a safe environment, deter and detect crime and provide evidence for alleged breaches of College status, regulations and staff handbook. Our CCTV policy can be viewed here.

For certain posts, we may use the Disclosure and Barring Services (DBS) and Disclosure Scotland to help assess your suitability for certain positions of trust.  If this is the case, we will make this clear to you in separate correspondence. Any special category personal data collected and used in this context is processed for the purposes of safeguarding and protection the College community and the general public (where relevant). Certificate and status check information is only used for this specific purpose, and we comply fully with the DBS code of Practice regarding the correct use, handling, storage, retention and destruction of certificates and certificate information.   We recognise that it is a criminal offence to pass this information on to anyone who is not entitled to receive it.

Who we share your data with

The College takes photographs of its staff, individually and as a group, for example all staff photos, new joiners and to celebrate long service awards or other special recognition from the College. These may be published internally on the Venn or may be on public display on College premises (permission will be sought to use photographs of individuals or small groups).

If you use the meal booking system to book an event, for example staff lunches, your full name will be added to the guest list which is accessible to all individuals in College who have authorisation to book the event.

We share your personal information where necessary and appropriate with the University. For example, we provide your name, job title, CRSid, College, DoB, photograph, work start date, and duration of contract to the University Card Office. The University and the Colleges have a data sharing protocol to govern the sharing of personal information. This is necessary because they are distinct legal entities. The agreement can be viewed in full .

We share relevant personal data with our sub-contracting agents e.g. HR, payroll, training and healthcare benefit providers), your pension provider and with relevant government agencies (e.g. HMRC). If necessary, we share personal data with auditors, insurance providers, inspectors (e.g. Home Office), HSE, solicitors and occupational health service providers. We may also be subject to a legal requirement (with or without your consent) to share your personal information with some government agencies under special circumstances (e.g. relating to crime or health and safety), such as the police or security services or other statutory authorities with investigatory powers. Where possible, the College will notify you of its intention to share such information in advance.

Information is not shared with other third parties without your written consent, other than your name, role and employment contact details which may be made publicly available on our website or other College publications. Generally, personal data is not shared outside of the UK and the European Economic Area.

We hold all information for the duration of your employment and for no more than six years after the end of your employment, unless otherwise stated above. We also reserve the right to retain the personal data longer than the periods stated above, where it becomes apparent that there is a need to do. For example, in the event of a major health or personal injury incident some records may need to be kept for at least 40 years.

We may retain a small subset of personal data for the lifetime of the College, stored in a permanent archive:

i) your full name and title;
ii) your job title(s) and the corresponding dates of employment;
iii) any long service awards or other special recognition from the College;
iv) photographs.
 

Your rights

You have the right: to ask us for access to, rectification or erasure of your data; to restrict processing (pending correction or deletion); and to ask for the transfer of your data electronically to a third party (data portability).  Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.

Failure to provide the information reasonably requested of you may result in disciplinary action taken by the College, which could ultimately lead to your dismissal from employment.

You retain the right at all times to lodge a complaint about our management of your personal data with the at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

Last updated: Head of HR and Records Manager
January 2025