Privacy notice for current staff

We collect your personal data directly from you in your job application and during your time as a member of staff. 

We may also collect data from other sources including:

• third party recruitment agencies
• referees, former employers, schools, colleges and universities
• government organisations, for example HM Revenue & Customs (HMRC), benefits providers and the courts
• university procedures, for example, when you connect to systems
• via video and audio recording in classrooms, online teaching sessions and other learning and teaching scenarios such as field trips and site visits

We may collect the following types of personal data about you:

Personal details

• including name, date of birth, contact details, emergency contacts, National Insurance number, nationality

Contractual employment information

• contracts and terms and conditions of employment
• expenses and travel arrangements
• promotion proceedings
• disciplinary proceedings
• grievances, dignity at work and any other formal HR procedure or investigation
• appraisal, qualifications and training
• salary and grade details
• bank or building society account details
• correspondence between the University and third parties on your behalf
• correspondence between you and the University
• investigations into breaches of terms and conditions of employment and university policies and procedures
• superannuation details

Special category data

• gender and gender identity
• health-related information relevant to your work (for example, sickness absence and details of any disclosed disability and reasonable adjustments)
• racial or ethnic origin
• religious or philosophical beliefs
• sexual orientation
• trade union membership

Criminal offence data

• unspent criminal conviction(s) and/or pending cases, cautions and bind-over orders
• for roles which require a standard or enhanced DBS certificate, unspent and spent convictions

Academic and professional data

• your name, image, voice, online avatar and/or initials via video and audio recording in classrooms, online teaching sessions and other learning and teaching scenarios. We may also collect information about you expressed by others or by yourself, which may include special category data
• research interests and undertakings plus expressions of opinion regarding staff research for quality governance and Research Excellence Framework (REF) preparation
• REF appeals handled in line with the Code of Practice
• workload, work allocation and financial information
• metrics (for example, citations relating to your research)
• module evaluation data (for teaching staff only)
• time allocations to different domains of the academic career framework

Application data

• application forms and references
• right to work in the UK documentation including visa details and copies of passports

Other data

• health and safety records (for example, accident reports)
• information generated through your use of the University’s digital systems (for example, MAC address, location and device information)

We process staff personal data for the following purposes:

To manage your employment with us

• to enable staff to undertake their roles in teaching, research and administration (for example, to process and make available teaching timetables)
• to enable use of and access to university systems and facilities
• to manage staff training and development
• to monitor absence and sickness records in accordance with HR policy
• to pay your salary and expenses into your bank account
• to assess suitability for promotion
• to process any HR investigation relevant to you
• to handle claims in relation to insurance (for example, travel insurance for student trips)
• ensuring staff safety and security including the use of CCTV
• mobile trail cameras may be present on site for wildlife and conservation monitoring. Footage that shows illegal or inappropriate human activity may be passed to relevant authorities

To comply with employment, immigration and data protection laws

• to respond to freedom of information and subject access requests
• to return data for statutory requirements and government framework exercises (for example, the Higher Education Statistics Agency (HESA), HM Revenue & Customs (HMRC), UK Visas and Immigration (UKVI), REF, Teaching Excellence Framework and Knowledge Exchange Framework)

To share research and other data

• to provide basic details for participation in the annual QS survey of academic reputation
• to record staff research activities (for example, REF activities)

To manage and lead the university

• to support and enhance student learning
• to publish a staff profile page on the University website
• to participate in quality standards and benchmarking surveys
• to control university finances and inform strategic decision making
• to publish staff directories of basic contact details
• to promote our services (for example, providing information about teaching and learning, research, knowledge exchange, events or other University activity both on and off campus)
• to monitor equality, diversity and inclusion
• to review staff and University performance

We may share some of your personal data with:

Other Kingston University employees

• employees of Kingston University only where they have legitimate need to access the data
• the Development, Alumni Relations and Events (DARE) team, to stay in contact with you after you leave. For more information about how your personal data is used by DARE, please see the Privacy Notice for Alumni, Donors and Friends on the website under policies and regulations and Information regulations

Other Higher Education and related bodies  

• bodies funding the research and other academic activities you are involved in plus collaborators in those activities as required
• other education and research institutions, for example, digital information relating to Eduroam connections or Universities and Colleges Employers Association (UCEA) surveys. For more information about how UCEA process your personal information, please see the UCEA Privacy Notice
• Professional, Statutory and Regulatory Bodies (PSRBs), for accreditation purposes
• UK Research and Innovation, Advance HE and the Higher Education Statistics Agency (HESA), which is now part of JISC. For more information about how HESA process your personal information, please see the HESA Collection Notices
• selected external assessors of research quality

Government organisations

• HM Revenue & Customs (HMRC)
• UK Visas and Immigration (UKVI)

Other third parties

• benefits providers
• recipients of references (for example, prospective employers, financial institutions and tenancy agencies)
• third party suppliers (for example, our travel booking partner, our occupational health service provider, providers of software-as-a-service for university processes)
• trade unions
• internal and external auditors
• the police and other law enforcement agencies, for the prevention and detection of crime

In all cases access will be restricted to individuals with the appropriate permissions and duty of confidentiality.

If you have any queries about this privacy notice or how we process your personal data, contact [email protected].

If you wish to exercise your rights as a data subject, use the Data Subject Request form under Information regulations on our Policies and regulations page.

If you have a complaint, see our Data protection complaint procedure under Information regulations on our Policies and regulations page.

You can find out more about your rights under data protection legislation from the Information Commissioner's Office website.