Liverpool Guild of Students (“the Guild”, “we”, “our” or “us”) promises to respect any personal data you share with us, or that we get from other organisations and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.
Facilitating our legal requirements, organisation policy and services to our employees through using your personal data allows us to make better decisions, communicate more efficiently and ultimately, ensure you receive the services required as a Guild employee.
We collect information in the following ways:
When you become an employee of the Guild you form a contract with us, which declares that, we will process some personal and sensitive data to comply with our legal obligations and to fulfil our policies and procedures.
The type and quantity of information, which we collect, and how we use it depends on why you are providing it.
When you commence employment with the Guild we will ask you to provide:
During the course of your employment the Guild may collect the following data:
We will mainly use your data to:
When we process your data we will have already carefully assessed the lawful justification for doing so, the parameters in which the data is processed, the length of time the data is held for, the secure storage of your data and undertaken impact assessments to ensure your rights are delivered.
The length of time we keep your data varies depending on why we have collected it. We will keep your personal data only for as long as we need for the purpose it was gathered and for a limited time after that to ensure that we comply with our legal obligations and that we have sufficient records to respond to queries (including complaints, legal claims and safeguarding). Specific retention periods are set out below:
|Owner holder||Description of record||Notes||Retention Period||Statutory retention/best practice||Disposal Method|
|HR||Application Forms and Recruitment Paperwork||Job applications, Equal Opportunities Form and interview records. Successful candidates records are retained on employees HR file.||1 Year||Equality Act 2010 Code of Practice, Employment Statutory Code of Practice, Chapter 16 (https://www.equalityhumanrights.com/sites/default/files/employercode.pdf)||Destroy shredded, confidential waste bags|
|HR||Employee HR File||Including: Contact information; Application details; National Insurance Number, Legal Right to work check, Work Permits (if applicable) Qualifications/references; Contracts and variations; Terms and conditions; Appraisal and 121 documentation; Training record; Absence records; Job history; Termination records;||6 years after employment ceases||1980 c.58 (Limitation Act)||Destroy shredded, confidential waste bags|
|HR||Payroll and wage records||Guild Payroll List, Information sent to the University of Liverpool HR and Payroll Team||6 years after employment ceases||HMRC guidance, 1980 c.58 (Limitation Act), 1970 c. 9 (Taxes Management Act)||Destroy, delete electronically, shredded, confidential waste bags|
|HR||Pension Information||Including: Contact information; Date of Birth, National Insurance Number, Employment Dates, Salary Information||6 years from the end of the scheme||The Retirement Benefits Schemes (Information Powers) Regulations 1995 s.15||Destroy, delete electronically, shredded, confidential waste bags|
|HR||Human Resources casework||Administration of formal disciplinary and grievance processes including tribunal cases||6 years after employment ceases||1980 c.58 (Limitation Act)||Destroy, delete electronically, shredded, confidential waste bags|
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and contractors.
Some of our suppliers may run their operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.
We disclose your information to key suppliers with whom we hold contracts to deliver services for the Guild. These suppliers are named below:
Supplier: Co-operative Bank plc
Address: PO Box 101, 1 Balloon Street, Manchester, M60 4EP
Supplier: University of Liverpool
Address: University of Liverpool, Liverpool, L69 3BX
Purpose: Pension Administration
Address: Aegon, Edinburgh Park, Edinburgh, EH12 9SE
In addition to these named parties we may be required to disclose data containing limited personal information to auditors and financial advisors. Strict processing conditions shall be in place controlling what these parties can and cannot do with your personal data.
We may need to disclose your details if required to the University of Liverpool, police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and information consent.
Employees are required to inform the HR Manager in the event of any changes to data or the discovery of any inaccuracies.
The Guild operates a Data Protection and Information Security Policy; all employees and volunteers handling data are required to undertake general data protection training and third parties handling data are required to provide a contract which meets the requirements of the Information Commissioner’s Office.
You have a right to see the information the Guild holds about you. You can also request changes to be made to incorrect information. You can ask for information to be deleted or blocked if you legitimately think that the Guild is not processing this information for the purpose it was collected.
If you have any queries about this notice or your personal information generally, please send these to email@example.com.
If you wish to access your information you should complete the Subject Access Request Form with a description of the information you want to see and the required proof of your identity by post to Data Protection Coordinator, Liverpool Guild of Students, 160 Mount Pleasant, Liverpool, L3 5TR.
Where information is held on the basis of your consent you have the right to withdraw this at any time.
For further information see the Information Commissioner’s Guidance here.
We may change this Privacy Statement from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by contacting you directly.
If you have any questions, comments or suggestions, please let us know by contacting firstname.lastname@example.org