Privacy Notice for non-paid personal records (including all types of honorary associates, agency staff, apprentices etc.)

This notice explains how The University of Liverpool uses and protects the personal information that it holds about people who are recorded on the HR and Payroll system with a basic record and/ or to provide a person identifier to enable access to the University network and/or systems to make it easier to understand what information we collect and why we collect it.

The University is a "controller" for the purposes of the Data Protection Act 2018.  We refer to this as the “Data Protection Laws” in this privacy notice.

You should share this notice with your family and dependants where you have provided us with personal information about them.

What is personal information?

‘Personal information’ means any information which relates to or identifies you as an individual. This includes any information provided to us by or on behalf of you via departments or agencies or your employer. 

Who will process my personal information?

  • The department dealing with your association/ relationship with us and administrative staff involved in selecting you for appointment if you are an apprentice or agency worker.
  • The HR Department. 
  • The Finance Department.
  • The Computer Services Department. 
  • The Research Support Department.
  • The External Relations Department. 
  • The Strategic Planning Department.
  • Various Univeristy of Liverpool services departments e.g. maintenance, car parking, catering. 
  • Pension Fund providers and actuaries.
  • Contracted HR Systems providers (and any duly authorised Subcontractors) required to supply, maintain and support the software including issue management to provide HR & payroll processes to The University of Liverpool. This includes services provided to the Guild of Students and ULPF pension scheme in a bureau type capacity to enable HR and Payroll services.

What types of personal data do we hold about you?

We collect data provided by you either via forms, data transferred from your application if applicable, your Manager; correspondence provided by you, your Manager, Departmental Administrators; by telephone, email, electronic downloads, spreadsheets, documents received via Fax, post or otherwise.

We may hold and process any or all of the following personal information about you.  

  • Personal details e.g. name, initials, date of birth, gender, marital status, Photograph, IP address, work and private email addresses, home and contact postal address, emergency contact details, work and private telephone numbers.
  • Contact details email addresses, CV’s, qualifications, data associated with the job application (if an apprentice or agency supplied worker). 
  • Appointment data e.g. employment and career history including University start and end dates, appointment start and end dates, job titles, appointment grade, status (part-time, full time and full time equivalent),  workgroups, Organisational structure i.e. Faculty, School, Department, Line Manager.
  • Training data covering for example Obligatory, role based, Health & Safety, University Induction, Teaching, including information about people on waiting lists and completion results etc. if applicable.
  • Budget and forecasting data for named individuals or to support institutional budget planning, cost and workforce planning and monitoring (if agency or apprentices).
  • Data relating to HR policies and procedures e.g. disciplinary, grievance, bullying and harassment cases, work place adjustments if applicable.
  • Procurement information and invoice payments (if agency or apprentice).
  • Emergency contact and next of kin data if applicable.

What do we do with your personal information?

We use your data for a number of processes all of which are to enable the University to discharge its responsibilities for IT security and managing honorary contracts, apprenticeships and agency workers. This includes data to enable on-line processes and approvals and to provide services e.g. pass issue, email addresses, access to IT Systems, pc’s, telephones, post and car parks including where appropriate access to the university site systems, intranet including some teaching software etc.   

What is the purpose and legal basis of the processing?

Data protection laws require the University to meet certain conditions before we are allowed to use your personal data. This privacy notice identifies the data we use is for “Legitimate Interest” and the performance of our "Public Task".

Following approval of the person to undertake a specific role, service or association with the The University which requires them to have a record we will process the personal information provided and the other information referred to above as applicable to:

  • Manage your honorary or agency appointment or apprenticeship.
  • To provide University site services and systems.
  • Update your records we already hold on you if you leave and are subsequently re-hired into the University as an employee or apply for any internal vacancy or promotion. This will include verifying the information provided and assessing your suitability for the role (including if appropriate any relevant criminal convictions, UK Visas and Immigration data, your Right to Work status and any pre-employment medical checks), deciding whether to offer you a job, communicating that outcome (together with any feedback) We will also use the Disclosure and Barring Service information (not the outcome) for monitoring purposes if required, to check appropriate payments have been made and to evidence, if required at any future point in time, the appropriate procedure was conducted as part of the selection and appointment process. 
  • To help us to provide individual support and reasonable workplace adjustments for any disability I applicable. If you disclose a disability, the Diversity and Equality Team in Human Resources will be in touch to discuss any adjustments you may need if applicable. Your line manager will not be automatically informed that you have disclosed a disability and this information is not automatically shared with other departments. 
  • To enable workforce planning.
  • To enable resources cost planning and monitoring if applicable.
  • For monitoring the effectiveness of our policies and procedures.
  • To evaluate non-staff satisfaction or experience.

We may also use or disclose the information provided for the following statutory or public interest purposes:

  • To prevent or detect fraud.
  • To provide statutory returns required by applicable legislation.
  • To support internal and external audits.
  • To respond to Freedom of Information requests using anonymised data. 
  • To support research projects including statistical data. No information which could identify you will be published. 
  • For Equal Opportunities monitoring. The University of Liverpool is committed to the principles of equality of opportunity for all, of fairness and of inclusion. We work to meet our statutory obligations with specific reference to the Equality Act 2010. To ensure that we are able to meet this commitment we collect the personal equality characteristics of applicants and employees. We use this data for a number of reasons including monitoring the effectiveness of our policies and procedures, statutory reporting or in response to formal Freedom of Information requests as anonymised data, to provide individual support and workplace adjustments, and to contact target groups about equality characteristic specific consultations, services and positive action initiatives that may affect them.
  • To apply for appropriate quality awards using anonymised data. 

Who might we share it with?

If applicable, as well as circulating your application and related materials to the appropriate staff at the University, we will share your personal information for the above purposes as relevant and necessary with:

  • Your referees if applicable.
  • Where relevant and necessary, any College(s) you may become connected to.
  • Where relevant and as required for some posts, NHS organisations (e.g. NHS Trusts or Local Education Training Boards).
  • Companies or organisations providing specific services to, or on behalf of, the University.
  • Any Official Government body if required by law to provide e.g. linked to Fraud or any police/national security matter.
  • HR and payroll software support companies e.g. CoreHR.

Where we store your personal data

The data that we collect from you will usually be stored inside the UK or the European Economic Area (EEA).

However, if you live or work outside of the UK or the EEA, we may need to transfer your personal data outside of the UK or the EEA to respond to any queries that you may have. Where this applies, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

We also may transfer data outside the UK or the EEA linked to our expanding worldwide partnerships with other universities, research ventures and mobility strategy. Where we do this, we will ensure that the transfer is to a country covered by a decision of the Commission of the European Union or is otherwise made in circumstances where appropriate safeguards have been put in place to protect your data in accordance with the Data Protection Laws.

Your rights in relation to your personal information

The accuracy of the information that we hold about you is important to us. If any of the information that we hold is inaccurate or out of date let us know using the contact details set out at the end of this notice.

You have a number of rights under the Data Protection Laws in relation to the way we process your personal data, namely:

  • to access your data; 
  • to have your data rectified if it is inaccurate or incomplete;
  • in certain circumstances, to have your data deleted or removed;
  • in certain circumstances, to restrict the processing of your data;
  • a right of data portability, namely to obtain and reuse your data for your own purposes across different services;
  • to object to direct marketing (although we do not carry out direct marketing);
  • not to be subject to automated decision making (including profiling), where it produces a legal effect or a similarly significant effect on you (although we do not use automated decision making;
  • to claim compensation for damages caused by a breach of the Data Protection Laws. 

How can I access my personal information?

Details are set out on the University’s data protection webpages at

How long is my information kept?

Your information will be kept as part of your record for the duration of your association/relationship with the University.

Once we are notified your association/relationship has ended, we will retain your data in line with The University retention schedule.

Information about how long different types of information are retained by the University is published at

Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please consult the University’s data protection webpages at

If any of your personal data needs changing please email: for any Honorary or agency appointment data issues. for any other data issues.

If you need further assistance, please contact the University’s Data Protection Officer at

How do I complain?

If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow SK9 5AF

Last updated: 9th October 2019