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Make a decision about your recruitment or appointment

Determine the terms on which you work for us, and advise you of these

To enter or carry out the contract

To comply with a legal obligation 

For our legitimate interests:  

• to select suitable employees, 
  workers and contractors 

*For special categories of information:

• For legitimate public interest  

• Personal contact details (including name, address, 
  email, telephone number) 
• Your application form, CV and interview notes 
• References and details of previous employers 
• Professional memberships and qualifications 
• Copy of your driving licence, where applicable 
• Offer letter, your contract with us 
• Work location 
• Start date 
• Unspent criminal convictions and offences* 

Check you are legally entitled to work in the UK

To enter or carry out the contract

To comply with a legal obligation

• Personal contact details
• Documentation confirming your right to work in the UK

Contact you

Administer our contract with you

Ensure compliance with the terms of your contract

Provide and process payments and benefits to you (including complying with pension auto-enrolment obligations, liaising with your pension provider and determining pension eligibility)

If applicable, deduct tax and national insurance

To enter or carry out the contract

To comply with a legal obligation

*For special categories of information:

• To exercise or perform employment law rights or obligations

• Personal contact details
• Work location
• Offer letter and your contract with us
• Start date
• Bank account details
• Payroll and wage records, compensation history, salary 
  and benefits details, including pension and bonus details 
• Tax and national insurance details, including national 
  insurance number 
• Absence records (excluding data disclosing sickness 
  and health information) 
• Hours worked, overtime, shift records  
• Holiday records 
• Information and correspondence regarding pregnancy, birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants* 
• Age and date of birth 

Business management and planning, including 
accounting or auditing

Manage performance and conduct 

Make decisions about salary and compensation 

Conduct disciplinary and grievance proceedings 

Assess qualifications and suitability for a job or task, including promotion decisions 

Manage flexible working applications 

Make decisions about continued employment or engagement 

Make arrangements for the termination of our working relationship

To carry out the contract 

To comply with a legal obligation 

For our legitimate interests: 

• Business management 
• Workforce planning 
• Ensure a suitable workforce 
• Ensure compliance with our 
  policies and procedures 

*For special categories of information: 

• To exercise or perform 
  employment law rights or 
  obligations 
• To review equality of opportunity 
  or treatment

• Personal contact details 
• Work location 
• Offer letter and your contract with us 
• Start date 
• Payroll and wage records, compensation history, salary 
  and benefits details, including pension and bonus 
  details 
• Absence records 
• Hours worked, overtime, shift records 
• Holiday records 
• Information and correspondence regarding pregnancy, 
  birth, maternity leave, paternity leave, adoption leave, 
  parental leave, shared parental leave and time off for 
  dependants* 
• Details of job titles and duties, work history, 
  performance and appraisal records 
• Age and date of birth 
• Information and correspondence regarding flexible 
  working applications 
• Professional memberships and qualifications
• Training records 
• Information and correspondence relating to disciplinary 
  and grievance investigations and proceedings 
• Information confirming you have read and understood 
  our policies and procedures (HR Induction Checklist) 
• Information about your use of our information and 
  communication systems, and emails passing through 
  our systems  
• Redundancy information, including pooling data, 
  selection matrixes, consultation notes, correspondence 
• Marriage or civil partnership status* 
• Gender 
• Information on gender reassignment* 
• Data revealing race, religious beliefs or sexual 
  orientation* 
• Trade union membership* 
• Criminal convictions and offences (including alleged 
  offences in case of position which meet the definition of 
  regulated work and therefore require PVG)* 

Manage sickness absence

Assess your fitness to work

Consider disability status and reasonable adjustments for disabled workers

To carry out the contract

To comply with a legal obligation

For our legitimate interests: 

• Business management 
• Workforce planning 
• Ensure a suitable workforce 
• Ensure compliance with our 
  policies and procedures 

*For special categories of information:

• To exercise or perform 
  employment law rights or 
  obligations 
• For the purposes of preventive or occupational medicine, or for 
  the assessment of your working capacity 
• To review equality of opportunity or treatment 

• Personal contact details 
• Work location 
• Start date 
• Offer letter and your contract with us 
• Payroll and wage records, compensation history, salary 
  and benefits details, including pension and bonus 
  details 
• Absence records 
• Health data and sickness records, including disability 
  information* 
• Hours worked, overtime, shift records 
• Holiday records 
• Information and correspondence regarding pregnancy, 
  birth and maternity leave*
• Information and correspondence regarding 
  breastfeeding* 
• Information and correspondence relating to disciplinary and grievance investigations and proceedings 
• Information confirming you have read and understood 
  our policies and procedures (HR Induction Checklist) 
• Details of job titles and duties, work history, performance and appraisal records 

Manage requests for time off work, including but not limited to time off for: 

• Antenatal appointments; 
• Maternity, paternity, adoption, parental 
  and / or shared parental leave 
• Time off for dependants 
• Trade union duties 
• Bereavement 
• Jury service 
• Emergency leave / Carer’s leave

To carry out the contract

To comply with a legal obligation 

• For our legitimate interests: 
• Business management 
• Workforce planning 
• Ensure compliance with our 
  policies and procedures 

*For special categories of information: 

• To exercise or perform 
  employment law rights or 
  obligations

• Personal contact details 
• Start date 
• Offer letter and your contract with us 
• Work location 
• Absence records 
• Information and correspondence regarding pregnancy, 
  birth, maternity leave, paternity leave, adoption leave, 
  parental leave, shared parental leave and time off for 
  dependants* 
• Dependants* 
• Trade union membership* 

For our legitimate interests:

• Business management
• Workforce planning
• Ensure a suitable workforce
• Ensure compliance with our policies and procedures

• Personal contact details
• Work location
• Start date
• Absence records
• Details of job titles and duties, work history, performance and appraisal records
• Professional memberships and qualifications
• Training records

To comply with a legal obligation

*For special categories of information:

• To exercise or perform employment law rights or obligations

• Gender 
• Payroll and wage records, compensation history, salary 
  and benefits details, including pension and bonus details 
• Hours worked, overtime, shift records 
• Absence records 
• Information and correspondence regarding pregnancy, birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants* 

For our legitimate interests: 

• Ensure compliance with our 
  policies and procedures 
• Protect our business information 
• Ensure compliance with our 
  confidentiality obligations to 
  clients 
• Ensure network and information security, including checking for viruses, preventing unauthorised 
  access to our information and 
  communication systems, 
  preventing malicious software 
  distribution, or to find or retrieve 
  lost messages
• Service the needs of customers and clients

• Your name  
• Work location 
• Information about your use of our information and communication systems, and emails passing through our systems  
• Correspondence to and from you (electronic or otherwise) and telephone voicemail messages during 
  times when you are absent from the workplace  

For our legitimate interests:

• Verify the identity of individuals accessing our premises
• Prevent and detect theft

• Your name
• Work location
• CCTV images

For our legitimate interests:

• To review equality of opportunity or treatment

*For special categories of information:

• To review equality of opportunity or treatment
• To exercise or perform employment law rights or obligations

• Health data, including disability information* 
• Information regarding pregnancy and maternity* 
• Age and date of birth 
• Marriage or civil partnership status* 
• Gender 
• Information on gender reassignment* 
• Data revealing race, religious beliefs or sexual 
  orientation* 

To comply with a legal obligation

*For special categories of information:

• To exercise or perform employment law rights or obligations
• For the purposes of preventative or occupational medicine, or for the assessment of your working capacity

• Your name
• Health data and sickness records, including disability information*
• Accident records
• Training records
• Hours worked, overtime, shift records
• Information regarding pregnancy and maternity*
• Information and correspondence regarding breastfeeding*

To carry out the the contract

To comply with a legal obligation

For our legitimate interests:

• Business management
• Workforce planning 

• Your name
• Hours worked, overtime, shift records
• Holiday records

For the legitimate interests of the emergency contacts you have notified to us:

• To be informed in the event of sickness, accident or other emergency 

• Your name
• Work location
• Emergency contact details

To protect your vital interests or those of another person

*For special categories of information:

• To protect the vital interests of you or another person, if you are incapable of giving consent

• Personal contact details
• Work location
• Accident records
• Health data and sickness records, including disability information*
• Emergency contact details

For our legitimate interests:

• Business promotion and marketing of our services 

• Your name
• Work location
• Professional memberships and organisations 

For our legitimate interests:

• To understand employee and worker attrition rates 

• Your name
• Work location
• Offer letter, your contract with us
• Start date
• Details of job titles and duties, work history
• Information from exit interviews

• Your name
• Work location
• Start date
• End date
• Details of job titles and duties, work history
• Final salary
• Reason for leaving

Submission of impact case study to support the University’s submission to REF

Evidence to support and corroborate impact of 
academic research beyond academia

Data relating to staff centre membership and 
REF status 

For our legitimate interest:

To ensure optimal submission to REF

Data relating to impact of research

Name and address/new employer address/role

Dates when involved in the underpinning research or 
receipt/benefactor of impact

For our legitimate interest,

To meet our obligation for our annual statistical staff return