Processing activity
Processing activity | Legal basis |
To make decisions about recruitment and employment – necessary for entering into a contract with you and to comply with Employment Law. | Contract |
To determine your employment contract terms – to set up your employment contract and comply with Employment Law. | Contract |
To carry out our obligations under your employment contract with us | Contract |
To manage work responsibilities, performance and conduct as an employee, including the management of grievance and disciplinary hearings. | Contract / Legal Obligation |
To administer your employee file including paying you and providing any benefits (including regrading, recognition, prizes, awards and promotion), | Contract |
To provide information about your employment and allow you to participate in interactive features of our Services, when you choose to do so. | Contract |
To manage your sickness absence. | Contract |
To assess your fitness to work and/or legal entitlement to work in the UK, including carrying out right to work checks, other pre-employment checks, DBS checks, seeking references, seeking information on unspent convictions. | Contract / Legal Obligation / Legitimate Interests |
To maintain health and safety across the University, monitoring Test and Trace during global health situations through self-reporting. | Legal Obligation / Legitimate Interests |
To implement and manage compliance with University policies. | Contract |
To allow financial transactions to and from us, including payments for Services and expenses, to ensure safe and legal transfer of currency and information. | Contract |
When you access/use facilities provided by NTU Sport, such as gym membership. | Contract |
To share with third parties where we have retained their services that we or you have requested e.g. for the purpose of references. | Contract |
To pay salary, tax and pension contributions and any associated benefits. | Contract |
To manage training and development opportunities. | Contract |
To provide IT services, building access and other services such as library services. | Contract / Legitimate Interests |
To facilitate in external programmes that you have expressed an interest in, such as apprenticeship schemes and continuing professional development | Contract/Legitimate Interests |
Maintaining departments and individual contact details published internally and externally on the University website. | Contract / Legitimate Interests |
To support the administration and application of accreditation such as Race Equality and Athena SWAN. | Legitimate Interests |
To monitor and ensure we meet our statutory obligations, including those related to diversity and equal opportunity. | Legal Obligation |
To ensure compliance with legislation (e.g. the Prevent Duty under The Counter Terrorism & Security Act 2015). | Legal Obligation |
For the purpose of ensuring compliance with the UK Visas and Immigration. | Legal Obligation |
To allow us to complete statutory and regulatory data returns for HESA and OfS (where required) | Legal Obligation |
For the maintenance of our financial accounts. | Legal Obligation |
To carry out surveillance through CCTV and body worn cameras for the purpose of prevention, detection and investigation of crime and incidents and to ensure the safety of staff, students and visitors to the University. To assist in the investigation of breaches of University regulation, code of conduct. | Contract / Legal Obligation / Legitimate Interests |
To provide management information and through research using employee data which may be used to enhance the staff/student experience at the University and to enable the development of a comprehensive picture of the workforce. | Contract / Legal Obligation / Legitimate Interests |
To enable submission of funding applications and applications for grant funding and to manage agreements with grant funders which includes information to support funding which may be shared with third parties such as the UKRI in aggregate form. | Contract / Public Task |
To carry out internal research for non-academic purposes which may include monitoring performance and quality at an institutional level where there is no direct impact on data subjects. | Legitimate Interests |
To ensure compliance with research funders’ policies, including policies relating to bullying and harassment which may require certain information to be shared with research funders. | Legitimate Interests |
Participation in the Research Excellence Framework (REF) | Legal Obligation |
To provide online lecture services, i.e. lecture capture for students. | Legitimate Interests |
Measuring aggregated engagement through tracking mechanisms for example attendance at briefing sessions, VC sessions, and other circular materials. | Legitimate Interests |
Call contents and voice when making calls to helpdesks. Content may be recorded for training and monitoring purposes. | Legitimate Interests |
To notify you about changes to our services or to provide you with information about services or products at the University which may be of interests to you. | Legitimate Interests |
To ensure that content from our website/intranet is presented in the most effective manner for you and your computer/device by gathering aggregate information about our users, using it to analyse the effectiveness and efficiency of communications. | Legitimate Interests |
To provide tailored advertising and marketing information to you or to permit trusted selected partner or third parties to provide you with information about goods or services we feel may be of interest to you, where the ‘legitimate interest’ condition for processing does not apply. | Consent |