Collaborative Staff Privacy Notice

Information you need to know

Liverpool John Moores University (LJMU) deals with all personal information in a responsible manner that respects personal privacy. See further information on the institution.

LJMU is registered as a Data Controller with The Information Commissioner’s Office.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk

LJMU takes your privacy very seriously. This privacy notice explains how we use your personal information and your rights regarding that information. The information we hold and process will be used for management and administrative purposes only, to enable us to manage our relationship with you effectively and lawfully. Your personal data will be processed in accordance with the Data Protection Act 2018 and the General Data Protection Regulation 2016/679 (GDPR).

We are committed to being transparent about how we collect and use your data and to meeting our data protection obligations.

What information are we collecting?

In order to approve a member of staff to deliver on a LJMU programme the following information will be required:

  • Personal and contact details: your title, full name, and present post and institution
  • Main teaching activities: especially those relating to the programme being validated/undergoing Programme Review, including modules you will be teaching on in the programme being validated/reviewed
  • Other Duties: list all key administrative/academic responsibilities
  • Academic Qualifications (including accredited teaching qualifications): Date. Award, Classification, Awarding Body/University
  • Professional Qualifications:
  • Research interest/profile (last 3 years only): Brief indication of key topics and any current research projects including research grants and awards
  • Publications (last 3 years only): List total number of refereed publications to date, including articles and list all refereed publications in the last 3 years. List total number of un-refereed publications
  • Consultancy (last 3 years only): List of activities during the last 3 years
  • Professional membership/involvement (last 3 years only)
  • External professional activities (last 3 years only)

In order to receive a LJMU staff card and access to LJMU resources, in addition to the above, the following information will be required:

  • Date of Birth
  • Home Address
  • Address of Partner Institution

We will collect personal information from you directly during the nomination process, via receipt of your CV and from the completed New Staff Approval Form (which also requires submission of a passport size photograph).

Why are we collecting your data and what is the legal basis for this?

We use your personal data for the following purposes:

  • To consider your nomination to act as a member of staff delivering a LJMU programme at a partner institution.
  • To comply with legal and regulatory obligations, requirements and guidance
  • To facilitate your fulfilment of your role and your ongoing engagement with the University, in order to comply with Institutional and National requirements (for example, the University’s Framework for Quality and Standards or the QAA UK Quality Code for Higher Education).
  • To facilitate the University’s compliance with Institutional and National requirements (for example, to comply with the requirements in the QAA UK Quality Code for Higher Education, such as checking appropriateness of the teaching team delivering the award, or maintaining appointment records throughout your tenure).

The lawful basis for using this data is to enable us to perform our contract with you (GDPR Article 6(1)b) and because we have a task to complete in the public interest (GDPR Article 6(1)e). This permits the University to use your personal data to consider and confirm you as a member of staff delivering on a LJMU programme at a partner institution.

Who has access to this data?

Your personal information will be used internally by authorised members of Liverpool John Moores University staff or departments, only where there is good reason. In addition, the information contained in your CV will be seen by members of the validation/programme review panel which will include members of staff from LJMU and an External Advisor(s) – usually an academic from another Higher Education Institution – and a Student Panel Member – usually a student at the Partner Institution. Staff at LJMU may include but are not limited to:

  • Nominating programme team
  • Nominating Head of Department/Director of School 
  • Academic Registry
  • Link Tutor
  • Validation and Review Oversight Panel
  • Validation and Periodic Programme Review Event Panels
  • Faculty administrative offices
  • University IT Services

Your data may also be shared with national regulatory bodies such as the Quality Assurance Agency.

Your name, position, institution or workplace, and CV may also be shared with Professional, Statutory and Regulatory Bodies (PSRBs) (or their representatives), as appropriate, in order to fulfil any requirements of the PSRB’s accreditation/monitoring processes of LJMU programmes. 

How do we record your personal information?

Data relating to nomination, appointment and administrative management of active tenures

Your data is collected at the point of nomination by the nominating programme team/Academic Registry, and will be stored centrally and securely by Academic Registry (in secure files). If you are appointed to teach on a collaborative programme in between validation and programme review events, during the nomination process, your data will also be stored on the Validation and Review Oversight Panel website (in secure files designated to that panel). Following appointment, and during your period of engagement, your data is stored centrally and securely by Academic Registry (in secure files), and within the secure database, the LJMU WebHub.

Data relating to creating an LJMU Staff IT Account

If your appointment is confirmed, you will be asked to complete and return a designated form, in order for LJMU to create and activate your Staff IT Account and grant you IT access. Once completed, this will contain personal data including your title, your name, date of birth, contact details and home address. This data will be stored by LJMU’s IT Services, in electronic form only. 

How does the university protect your data?

The University takes the security of your data very seriously and has internal policies and controls in place to try and ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessible except by its employees in the performance of their duties. For more information, please see the University’s Data Protection Policy. As part of the validation/programme review process, your CV will be circulated to the panel but will be password protected. The panel members will be provided with the password in a separate email than the one used to circulate your CV.

For how long does the university keep your data?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including the purpose of satisfying any legal, accounting, or reporting requirements. We will retain your personal information in line with our Retention of Records Schedule. Unless we explain otherwise to you, this will be according to the timeframes listed below.

Data relating to nomination, appointment and administrative management of active tenures

  • In the event that you are not approved to act as a member of staff to deliver on a programme at a collaborative partner we will securely destroy your application within one month of the decision not to appoint you.
  • For individuals where a nomination is approved, appointment/nomination data is held for the approved validated duration of the programme you will teach on by Academic Registry. It will then be deleted securely.

Data relating to creating an LJMU Staff IT Account

This data will be stored securely by LJMU’s Human Resources Department in paper form (held securely) and on the University’s secure Staff Infobase HR system. Your information will be held for the approved validated duration of the programme you will teach on. It will then be deleted securely.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request
  • ask the University to correct incorrect or incomplete data
  • ask the University to delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing
  • request transfer of your data to another party

If your data has been provided by consent, you have a right to withdraw that consent at any time.

If you would like to exercise any of these rights, please contact the Data Protection Officer.

What if you do not provide data?

We need to collect personal data from you to comply with our legal and regulatory obligations and to facilitate your engagement with the University in this role.

If you do not provide the information to us, you will not be able to carry out your duties, and will be unable to teach on the LJMU programme.

Transfers of data outside the UK

Generally, we do not send your personal data outside the UK. However, in some specific cases, we may transfer the personal data we collect to countries outside the UK in order to perform our contract with you/or a contract with another organisation that requires your personal data i.e. a collaboration agreement with a university based outside of the UK. Where we do this, we will ensure that your personal information is protected by way of an ‘adequacy regulation’ with the UK or by putting alternative appropriate measures in place to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the UK laws on data protection. For example model contractual clauses, data sharing/data processing agreement and binding corporate rules (where applicable).

Automated decision making

We will not make any decisions about you automatically using a computer, based on your personal data. All decisions affecting you will be taken by a human.

How to complain to the Information Commissioners Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted:

Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.

Phone: 0303 123 1113.

Email: contact can be made by accessing www.ico.org.uk