Worker Privacy Notice (update 2023 table version) - Appendix to Worker Privacy Notice of Queen Margaret University

Appendix to Worker Privacy Notice of Queen Margaret University

Data marked * in the table below is ‘special categories of personal information’ or might disclose such information.

We must have additional legal grounds for processing special categories of personal information – these are listed in the middle column of the table.

Reason for processing your personal information	Legal basis for processing, and legitimate interest (where applicable)	Your personal information
Make a decision about your recruitment or appointment Determine the terms on which you work for us, and advise you of these	To enter or carry out the contract To comply with a legal obligation For our legitimate interests: to select suitable employees, workers and contractors *For special categories of information: For legitimate public interest	Personal contact details (including name, address, email, telephone number) Your application form, CV and interview notes References and details of previous employers Professional memberships and qualifications Copy of your driving licence, where applicable Offer letter, your contract with us Work location Start date Unspent criminal convictions and offences*
Check you are legally entitled to work in the UK	To enter or carry out the contract To comply with a legal obligation	Personal contact details Documentation confirming your right to work in the UK
Contact you Administer our contract with you Ensure compliance with the terms of your contract	To enter or carry out the contract To comply with a legal obligation *For special categories of information:	Personal contact details Work location Offer letter and your contract with us Start date Bank account details
Provide and process payments and benefits to you (including complying with pension auto- enrolment obligations, liaising with your pension provider and determining pension eligibility) If applicable, deduct tax and national insurance	To exercise or perform employment law rights or obligations	Payroll and wage records, compensation history, salary and benefits details, including pension and bonus details Tax and national insurance details, including national insurance number Absence records (excluding data disclosing sickness and health information) Hours worked, overtime, shift records Holiday records Information and correspondence regarding pregnancy, birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants* Age and date of birth
Business management and planning, including accounting or auditing Manage performance and conduct Make decisions about salary and compensation Conduct disciplinary and grievance proceedings Assess qualifications and suitability for a job or task, including promotion decisions Manage flexible working applications Make decisions about continued employment or engagement	To carry out the contract To comply with a legal obligation For our legitimate interests: Business management Workforce planning Ensure a suitable workforce Ensure compliance with our policies and procedures *For special categories of information: To exercise or perform employment law rights or obligations To review equality of opportunity or treatment	Personal contact details Work location Offer letter and your contract with us Start date Payroll and wage records, compensation history, salary and benefits details, including pension and bonus details Absence records Hours worked, overtime, shift records Holiday records Information and correspondence regarding pregnancy, birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants* Details of job titles and duties, work history, performance and appraisal records Age and date of birth Information and correspondence regarding flexible working applications Professional memberships and qualifications
Make arrangements for the termination of our working relationship		Training records Information and correspondence relating to disciplinary and grievance investigations and proceedings Information confirming you have read and understood our policies and procedures (HR Induction Checklist) Information about your use of our information and communication systems, and emails passing through our systems Redundancy information, including pooling data, selection matrixes, consultation notes, correspondence Marriage or civil partnership status* Gender Information on gender reassignment* Data revealing race, religious beliefs or sexual orientation* Trade union membership* Criminal convictions and offences (including alleged offences in case of position which meet the definition of regulated work and therefore require PVG)*
Manage sickness absence Assess your fitness to work Consider disability status and reasonable adjustments for disabled workers	To carry out the contract To comply with a legal obligation For our legitimate interests: Business management Workforce planning Ensure a suitable workforce Ensure compliance with our policies and procedures *For special categories of information:	Personal contact details Work location Start date Offer letter and your contract with us Payroll and wage records, compensation history, salary and benefits details, including pension and bonus details Absence records Health data and sickness records, including disability information* Hours worked, overtime, shift records Holiday records Information and correspondence regarding pregnancy, birth and maternity leave*
	To exercise or perform employment law rights or obligations For the purposes of preventive or occupational medicine, or for the assessment of your working capacity To review equality of opportunity or treatment	Information and correspondence regarding breastfeeding* Information and correspondence relating to disciplinary and grievance investigations and proceedings Information confirming you have read and understood our policies and procedures (HR Induction Checklist) Details of job titles and duties, work history, performance and appraisal records
Manage requests for time off work, including but not limited to time off for: Antenatal appointments; Maternity, paternity, adoption, parental and / or shared parental leave Time off for dependants Trade union duties Bereavement Jury service Emergency leave / Carer’s leave	To carry out the contract To comply with a legal obligation For our legitimate interests: Business management Workforce planning Ensure compliance with our policies and procedures *For special categories of information: To exercise or perform employment law rights or obligations	Personal contact details Start date Offer letter and your contract with us Work location Absence records Information and correspondence regarding pregnancy, birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants* Dependants* Trade union membership*
Carry out education, training and development	For our legitimate interests: Business management Workforce planning Ensure a suitable workforce Ensure compliance with our policies and procedures	Personal contact details Work location Start date Absence records Details of job titles and duties, work history, performance and appraisal records Professional memberships and qualifications Training records
Comply with gender pay gap reporting obligations	To comply with a legal obligation *For special categories of information: To exercise or perform employment law rights or obligations	Gender Payroll and wage records, compensation history, salary and benefits details, including pension and bonus details Hours worked, overtime, shift records Absence records Information and correspondence regarding pregnancy, birth, maternity leave, paternity leave, adoption leave, parental leave, shared parental leave and time off for dependants*
Monitor your use of our IT and communications systems	For our legitimate interests: Ensure compliance with our policies and procedures Protect our business information Ensure compliance with our confidentiality obligations to clients Ensure network and information security, including checking for viruses, preventing unauthorised access to our information and communication systems, preventing malicious software distribution, or to find or retrieve lost messages Service the needs of customers and clients	Your name Work location Information about your use of our information and communication systems, and emails passing through our systems Correspondence to and from you (electronic or otherwise) and telephone voicemail messages during times when you are absent from the workplace
Prevent and detect crime and ensure a secure work environment	For our legitimate interests Verify the identity of individuals accessing our premises Prevent and detect theft	Your name Work location CCTV images
Carry out equal opportunities monitoring	For our legitimate interests: To review equality of opportunity or treatment *For special categories of information: To review equality of opportunity or treatment To exercise or perform employment law rights or obligations	Health data, including disability information* Information regarding pregnancy and maternity* Age and date of birth Marriage or civil partnership status* Gender Information on gender reassignment* Data revealing race, religious beliefs or sexual orientation*
Comply with health and safety obligations	To comply with a legal obligation *For special categories of information: To exercise or perform employment law rights or obligations For the purposes of preventive or occupational medicine, or for the assessment of your working capacity	Your name Health data and sickness records, including disability information* Accident records Training records Hours worked, overtime, shift records Information regarding pregnancy and maternity* Information and correspondence regarding breastfeeding*
Maintain records of your working time and holidays,	To carry out the contract To comply with a legal obligation For our legitimate interests: Business management Workforce planning	Your name Hours worked, overtime, shift records Holiday records
Inform your contacts in the event of sickness, accident or other emergency	For the legitimate interests of the emergency contacts you have notified to us: To be informed in the event of sickness, accident or other emergency	Your name Work location Emergency contact details
Protect your vital interests or those of another person (in exceptional circumstances, such as a medical emergency)	To protect your vital interests or those of another person *For special categories of information: To protect the vital interests of you or another person, if you are incapable of giving consent	Personal contact details Work location Accident records Health data and sickness records, including disability information* Emergency contact details
For business promotion	For our legitimate interests: Business promotion and marketing of our services	Your name Work location Professional memberships and qualifications
Collect information regarding your reasons for leaving our business	For our legitimate interests: To understand employee and worker attrition rates	Your name Work location Offer letter, your contract with us Start date Details of job titles and duties, work history Information from exit interviews
To provide a reference regarding you	To comply with a legal obligation	Your name Work location Start date End date Details of job titles and duties, work history Final salary Reason for leaving
Submission of impact case study to support the University’s submission to REF Evidence to support and corroborate impact of academic research beyond academia. Data relating to staff centre membership and REF status	For our legitimate interest: To ensure optimal submission to REF	Data relating to impact of research – the more detail we can provide here the better Name and address/new employer address/role Dates when involved in the underpinning research or receipt/benefactor of impact.
To comply with our statutory obligation to return data to HESA	For our legitimate interest, To meet our obligation for our annual statistical staff return	HESA Staff Collection Notice