Staff Privacy Policy

During employment, the School will collect, store, and process your personal data, including ‘special categories’ like racial or ethnic origin, religious beliefs, health information, sexual orientation, and criminal convictions. Additional data may be collected when employment begins. Specific information collected includes contact details, education and employment history, emergency contacts, email usage, identification photos, CCTV recordings, health details, and criminal conviction data.

We collect your personal information to support our operations and enhance services and facilities. This data may be collected in various ways:

• From information provided when you engage with us before and upon joining.
• Through communication by phone, email, or our website.
• During interactions with us throughout your employment.
• From third-party sources.

The School may share your personal information with external organisations to fulfil legal duties, manage operations, or upon your request. These organisations may include:

• Government departments (e.g., Home Office, Department of Education).
• Public bodies and agencies (e.g., HMRC, Health and Safety Executive).
• Office for Students (OFS) and Office of the Independent Adjudicator (OIA).
• Programme-accrediting organisations (e.g., BCS).
• Local Authorities for Council Tax and electoral registration.
• Police, law enforcement, and safeguarding agencies.
• Insurers, auditors, and providers of external training placements.
• Current or prospective employers for references.
• Third-party support services and IT providers.
• Crime prevention or detection agencies.
• Banks and employers upon your request.

We will not disclose other personal information without your consent unless necessary for your vital interests (e.g., in an emergency). Anonymised or aggregated data may be shared for purposes like equality benchmarking.

The School securely collects, stores, and processes your personal information in both paper and electronic formats, including databases accessible to academic and professional departments. Access is restricted to authorised staff, contractors, or agents with a legitimate business need within their contractual duties. Personal information is used for:

• Managing finances and related funding.
• Administering facility use and event participation (e.g., building access, libraries, health services).
• Handling complaints, investigations, and disciplinary matters, including academic misconduct.
• Fulfilling statutory reporting and monitoring equality legislation compliance.
• Ensuring health, safety, and wellbeing, including safeguarding and crime prevention.
• Monitoring compliance with School regulations.
• Conducting management reporting, research, and statistical analysis.
• Checking right-to-work status and visa compliance.
• Communicating work-related information and updates.
• Inviting participation in research to improve services.

Some data may be ‘special categories’ (e.g., race, ethnicity, medical information) for specific purposes like equality monitoring or providing necessary support. Access to such data is strictly controlled under the School's data protection policy managed by the Data Protection Officer.

Your personal data is stored in our administrative systems and is accessible to authorised staff across the School as needed.

We may retain your personal data for up to six years after your association with us ends. A core record will be kept indefinitely to provide references and verify your studies. We do not use your personal data for automated decision-making or profiling.

We regularly review our privacy notices to ensure they remain accurate and up to date.

We prioritise protecting your privacy. Please note that other privacy notices cover data related to staff, enquiries, applications, current students, alumni, and website use. These notices are available on our website.