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HUMAN RESOURCES DATA PROTECTION STATEMENT

The data protection statement of Human Resources is:

Information provided by applicants and members of staff is held by the University to make and monitor employment decisions and to meet statutory obligations. Any information provided to the University in this context will be treated confidentially and used only by managers, members of the University, Human Resources (including Pensions and Payroll) during the course of your application and, if appointed, employment. Where the appointment is externally funded this information may be passed onto the relevant funding body. In addition, some information held about members of staff is transferred to other University databases so that members of staff can access University services. The information also enables the University of Exeter to monitor its employment decisions and to compile HESA staff returns.

Human Resources record information about members of staff on the University’s Human Resources database. Most of this information is collected at the time of application and appointment. Certain information is automatically transferred from this database to other databases:

1. to Academic Services for user registration for IT services;
2. to the University card system, to enable a staff card to be issued to you;
3. to the Library system, to create your library access. (The information being transferred includes home address for external mailing);
4. to the SITS student records database to enable students to be linked to course tutors;
5. to a Sports Card database (to enable the Sports Office issue staff membership)
6. to partner institutions for staff in the Peninsula College of Medicine and Dentistry and the University of Exeter Cornwall Campus (for identification purposes and to enable access to services and buildings).

The Human Resources database holds information about employees’ home address and telephone number and emergency contact. You should notify Human Resources if any of this information changes. (You will be able to update this information directly into the database via the staff portal when the employee self-service function is implemented.) This information will be made available to a limited number of managers in your School/Service for use in appropriate circumstances.

The University is required to send anonymised information, in coded form, about its staff to the Higher Education Statistics Agency (HESA: www.hesa.ac.uk) on an annual basis. HESA uses this information for statistical analysis and supplies the data to other statutory bodies and to other users (eg academic researchers and unions). Your name and contact details are not disclosed to HESA and precautions are taken to minimise the risk of identification of individuals from the published and released data. Data about you will not be used by HESA or its customers in a way that would affect you individually. (For more information, see HESA's 'Staff Collection Notice'.)

Details of the data held about members of staff and how it is used can be found on the Human Resources website (www.exeter.ac.uk/admin/personnel).

Members of staff may access information held about them in accordance with the University’s Data Protection Policy – see the Data Protection website for more information: www.ex.ac.uk/admin/academic/datapro/