PRIVACY NOTICE

This policy explains how Lancaster University collects, stores, manages and protects the personal information we collect about you when you register your interest in UA92 using this enquiry form. This Notice should be read in conjunction with Lancaster University’s Privacy Policy, which can be found online HERE.



WHY WE COLLECT YOUR INFORMATION.

The information you provide will be used to provide you with information about UA92 and other related products and services offered by third party partners. All marketing communications will incorporate a link enabling you to opt-out of receiving further communications.

According to the personal details you provide we will be able to email you and/or send you postal information, tailored according to the subject preferences you indicate.



USING YOUR INFORMATION.

We will process and store your personal information in accordance with the Data Protection Act 1998. We take our responsibilities under this Act seriously and ensure the personal information we obtain is held, used, transferred and processed in accordance with the Act.

The University may engage third parties to undertake data processing, storage, or organise events. These third parties act as Data Processors for the University, but the University retains full responsibility for your personal data. Any transfers of data will take place in accordance with best practice, by secure means and in compliance with the Data Protection Act 1998.  Where necessary, to assist with the organisation and security of an event we may pass attendee names, to the event organiser, this may include alumni groups. Only your name and education preferences will be passed on, no personal contact details will be shared.


INFORMATION WE COLLECT ABOUT YOU.

We hold information relating to your contact details, education preferences and, where relevant, role title. Any sensitive personal data (i.e. data relating to physical disabilities) will only be held if it has been provided by you for a specific purpose (e.g. event planning).


COMMUNICATING WITH YOU.

We want to communicate with you in a way that respects your wishes. Communications may be sent by post, or electronic means, as you have indicated in expressing your preferences at the point of providing your details. If, at any point, you want to change these preferences, or you wish to stop receiving communications altogether, you may do so by contacting hello@ua92.ac.uk


ACCESS TO YOUR INFORMATION, DISCLOSURE AND CORRECTION.

Authorised staff of Lancaster University will have access to the information we hold about you. We also work with carefully selected partners who carry out work on our behalf, including UA92 itself. These partners act on behalf of Lancaster University and UA92, for the purposes set out in this privacy statement and relating to those purposes for which you have provided your consent. Partners working on behalf of Lancaster University will never use your data for purposes other than those for which you have provided your consent.

Unless otherwise required or permitted to do so by law, we will not share or distribute the information you provide to us without your further consent.


YOUR RIGHTS AND CHANGES TO THIS PRIVACY NOTICE.

You have the right to request a copy of the information that we hold about you. If you would like a copy of this information, please contact us.  It is important to us to ensure that your information is accurate and up to date. You may also ask us to correct or remove any inaccurate information.

We keep this privacy policy under regular review and we will post any updates on this webpage. This privacy policy was last updated on 19th September, 2017. Lancaster University’s Privacy Policy can be found HERE.


HOW TO CONTACT US.

Please contact us if you have any questions about Lancaster University’s privacy policy or information we hold about you by emailing compliance@lancaster.ac.uk.



Privacy Notice for Staff/Workers at University Academy 92

This Privacy Notice explains how we will collect, use, disclose and protect your personal data.

The notice applies to all staff and workers at University Academy 92 (UA92) including job seekers/applicants, employed full-time, part-time, permanent, fixed term, casual and visiting staff and workers.


WHAT INFORMATION DO WE COLLECT FROM YOU?

We collect personal information from you such as your contact details, date of birth, gender, training records, education and employment information.

We also collect data related to appropriate ‘protected characteristics’ such as ethnic origin, religious belief, sexual orientation and disabilities.


HOW IS YOUR INFORMATION COLLECTED?

We routinely collect information about you through the online application portal which may be accessed through the Job Vacancies section of the UA92 website and other online application vehicles such as Jobs Boards and Lancaster University’s website, where appropriate.

When you accept an offer of employment at UA92, we collect further information from you including banking information and details to enable us to administer your pay and pension.

In addition, in the course of your employment at UA92 we may collect further information about you including:

-Absence records;

-Employee relations records;

-Performance and development records and reports;

-Reports from the occupational health service;

-Contractual changes in your employment.


HOW DO WE USE YOUR INFORMATION?

Please read our full list of all the reasons for using your personal information. This shows the legal basis that we use for processing your information. This is typically to enter into a contract or as part of your contract with UA92.

UA92 is committed to ensuring equality of opportunity, diversity and inclusion across all services and activities.

One of the important ways in which we assess and develop the effectiveness of our policies and practices is by monitoring applications for vacancies.

The diversity information that you are asked to provide as part of your application for employment will be used for monitoring purposes only; it does not form any part of the selection process. An exception to this is if you declare a disability if you wish to be considered for selection under the Disability Confident scheme.


WHO DO WE SHARE YOUR INFORMATION WITH?

The institution will share your data with employees of UA92 on a need-to-know basis in relation to job function.

The institution will share your data with a number of external organisation’s including:

Agents of UA92 e.g. pension administrator;

Relevant UK government departments, e.g. HMRC;

Higher Education Statistics Agency (HESA);

Law enforcement agencies;

Any other authorised third party with which UA92 has a legal/contractual obligation to share data.

The institution will ensure that the sharing of data is in line with data protection legislation. In many cases the institution does not need to seek your consent to share this information, in particular, when there is a legal or statutory obligation to do so.

In emergency situations the institution may share your personal data, including sensitive personal data with organization’s / individuals such as a medical professional or the police service.

For the full list of all the different organisations’ that UA92 may share your data with please contact the designated Data Protection Officer at compliance@ua92.ac.uk


DO WE TRANSFER YOUR DATA TO THIRD PARTY COUNTRIES?

Sometimes we may need to share your personal data with other organisations’ based within or outside the European Union (EU).

When it is necessary to share your data with organisations’ outside the European Union, we will ensure that there are appropriate safeguards in place, thereby offering a comparable level of protection of your data within the EEA.


HOW DO WE KEEP YOUR INFORMATION SECURE?

The institution has robust Information Security policies in place to protect your information. All staff at UA92 have a responsibility to make sure that your data is handled securely.

For further information on UA92’s information security policies, please contact the designated Data Protection officer at compliance@ua92.ac.uk

Your application and employment records will be kept for a defined retention period, as follows:

For successful applicants who become employees, details are kept for the period of their employment + 6 years from leave date.

For unsuccessful applicants, interview details (eg. notes) are held for 3 months and then destroyed. Application information is held in the applicant tracking system for 12 months and is then anonymised.


WHAT ARE YOUR RIGHTS?

You have the following rights regarding your personal data:

To have access to your personal data - for further information please contact the designated Data Protection Officer at compliance@ua92.ac.uk

To have inaccurate or incomplete personal data amended;

To have your personal data deleted – this will only apply when there is no legitimate reason for the institution(s) to continue to use your personal data;

To restrict the use of your personal data;

To request personal information in a digital form so that you can provide to other organizations’;

To object to automated decision making and profiling;

To withdraw consent when we have used consent as the basis for using your information.

The institution has further information on data subject rights.

If you wish to exercise your rights you are advised to first read this information as there are some exceptions to using your rights. For example it is a statutory duty for the institution to send some of your information to HESA each year. In this case you could not apply to restrict this use of your information.

Any requests to use your rights over your personal data should be made to the institution’s designated Data Protection Officer at compliance@ua92.ac.uk


WHAT ARE YOUR RESPONSIBILITIES?

You are required to read this Privacy Notice when you make an application and accept a contract of employment with UA92. It is important that you do this so you understand how we use your personal information and your rights.

Please assist the institution to keep your personnel record up to date by notifying the HR team of any change to your personal details, such as a change in your address or telephone number.


WHO DO I CONTACT FOR FURTHER INFORMATION OR IF I HAVE CONCERNS?

Contact the designated Data Protection Officer if you have concerns about how your personal data is being used:

Email: compliance@ua92.ac.uk

Phone: +44 (0)161 507 1992 or +44 (0)300 131 9292

If you are not happy with the way UA92 has handled your concern or complaint then you may submit a complaint to the Information Commissioner’s Office.


CHANGES TO THIS NOTICE?

This Notice has been developed to be compliant with the General Data Protection Regulations (GDPR). This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. Updates can be made at any time.


 [1] The term institution in this document will refer to University Academy 92 (UA92)

   

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