Privacy Notice

This privacy notice applies to information collected by the Universities and Colleges Employers Association (UCEA) about:
 
1. Visitors to our website
2. Relevant post-holders in our member organisations and other stakeholders with whom we collaborate
3. Delegates attending our events
4. Suppliers
5. Job applicants and our current and former employees
 

1. Visitors to our website

 
i. Website server logs
In order to facilitate sound information security practices our technical solution providers record interactions with the UCEA website in the form of website server logs, this records your remote IP Address, the resources accessed on our website, date/time and your browser information. This information will be retained for up to 12 months to support our efforts in auditing and to safeguard our website.
 
ii. Cookies
By logging onto the UCEA website you will be agreeing for a limited number of essential cookies to be stored by your PC. Full information on the use of cookies can be found on this page of the website. 
 

2. Relevant post-holders in our member organisations and other stakeholders with whom we collaborate

 
i. Using your personal information
Your request for access will be logged in our customer relationship management (CRM) database and website database and used as part of our member engagement monitoring, along with any documents you download. This may include keeping a record of your website activity in order to inform our future interactions with you and your organisation. This record will be deleted as and when your institution ceases to be a member of UCEA or if you request for it to be deleted.
 
ii. How we use your data
UCEA will use the information for the purpose of contacting you with new Updates and other communications related to UCEA’s work and the wider higher education sector, as well as any relevant events. This information may be gathered from various sources including, but not exclusive to, engagement with UCEA officers or partnering sector agencies, event attendance and requests received from UCEA member organisations.
 

  • Name - This will be stored on our CRM and website databases and will be used and shared with partnering data handlers for the purpose of administering your access to the member’s area of the UCEA website. This data may also be used to measure the engagement of your institution
  • Job title - This will be stored on our CRM and website databases and will be used and shared with partnering data handlers for the purpose of administering your access to the members’ area of the UCEA website. UCEA may use this information to inform you of relevant upcoming events and to contact you regarding matters pertinent to your role at your organisation. This data may be used to measure the engagement of your whole institution
  • Organisation - This will be stored on our CRM and website databases and will be used and shared with partnering data handlers for the purpose of administering your access to the members’ area of the UCEA website
  • Department - This may be stored on our CRM, website and accounts databases and will be used and shared with partnering data handlers for the purpose of administering your institution’s membership. This data may be used to measure the engagement of your institution with UCEA
  • Job Category - This may be stored on our CRM, website and accounts databases and will be used and shared with partnering data handlers for the purpose administering your institution’s membership. This data may be used to measure the engagement of your institution. UCEA will also use this information to inform you of relevant upcoming UCEA events and may use it to contact you regarding matters pertinent to your role at your organisation 
  • Work email address - This may be stored on our CRM, website and accounts databases and will be used and shared with partnering data handlers for the purpose of administering your institution’s membership and your access to the member’s area of the UCEA website. UCEA may also use this information to inform you of upcoming UCEA events, relevant sector updates and to contact you regarding matters pertinent to your role at your organisation.  This data may be used to measure the engagement of your institution and for invoicing and other relevant purposes
  • Work telephone number - This may be stored on our CRM, website and accounts databases and will be used and shared with partnering data handlers for the purpose administering your institution’s membership. UCEA will also use this information to contact you regarding matters related to your membership or to contact you regarding matters pertinent to your role at your organisation. If a mobile phone number is provided, we will use and store this for the same purposes.

The lawful basis for processing your data is legitimate interest.

iii. Who we share your data with
UCEA will share your data with our providers and advisers who act as data processors, such as our IT suppliers. 
 
iv. How long will we store your data
UCEA may store your data either electronically or in hard copy for as long as you are still employed by a UCEA membership organisation or partnering body. Any information relating to financial records (i.e. name on invoice) will be kept for the mandatory six years plus the current academic year period.
 

3. Event Delegates 

 
i. Using your personal information
Your attendance at an event will be logged in our CRM database and used as part of our member engagement monitoring. Your record will be deleted as and when your institution ceases to be a member of UCEA, or if you request for it to be deleted.

ii. How we use your data
UCEA will keep in touch with you for the management of your booking and this will be shared with relevant partner data processors for the purpose of the event. UCEA may also contact you regarding future relevant events and services available from time to time.
 

  • Name - This will be stored on our CRM database and will be used and shared with partnering data handlers for the purpose of the event. This data may be used to measure the engagement of your whole institution
  • Job title - This will be stored on our CRM database and will be used and shared with partnering data handlers for the purpose of the event. UCEA will also use this information to inform you of relevant upcoming UCEA events and may use it to contact you regarding matters pertinent to your role at your organisation. This data may be used to measure the engagement of your institution with UCEA
  • Department - This will be stored on our CRM database and will be used and shared with partnering data handlers for the purpose of the event. This data may be used to measure the engagement of your institution
  • Organisation - This will be stored on our CRM database and will be used and shared with partnering data handlers for the purpose of the event. This data may be used to measure the engagement of your whole institution with UCEA
  • Work email address - This will be stored on our CRM database and will be used and shared with partnering data handlers for the purpose of the event and to contact you with course materials. UCEA will also use this information to inform you of relevant upcoming UCEA events, to contact you regarding matters pertinent to your role at your organisation and may also be used to measure the engagement of your institution with UCEA
  • Work telephone number - This will be stored on our CRM database and will be used and shared with partnering data handlers for the purpose of the event and to contact you with course materials. UCEA will also use this information to inform you of relevant upcoming UCEA events to contact you regarding matters pertinent to your role at your organisation
  • Dietary and access requirements - This will be stored on our CRM database and will be used and shared with partnering data handlers for the purpose of the event.
  • The lawful basis for processing your data is legitimate interest. 

 
iii. Who we share your data with
UCEA will share your data with partnering data processors such as the venue of the event (e.g. fire registers and security, room reservations, course speakers), our IT support partners and accountants. We will also share your Name, Job Title and organisation details with fellow event attendees; UCEA will seek your explicit permission to also share your email address with fellow event attendees. UCEA may also seek your permission to share your details with event sponsors.
 
iv. How long will we store your data
UCEA may store your data either electronically or in hard copy for as long as you are still employed by a UCEA membership organisation or partnering body. Any information relating to financial records (e.g. name on invoice) will be kept for the mandatory six years plus the current academic year period.
 

4. Suppliers

 
i. Using your personal information
Your information may be used on our CRM and accounts databases and used as a means to contact your organisation for matters relating to the supplier contract or the goods/services to be supplied. 
 
ii. How we use your data
 

  • Name - This may be stored on our CRM and accounts databases and will be used and shared with partnering data handlers for the purpose of administration, financial and accounting processes. 
  • Job title - This may be stored on our CRM and accounts databases and will be used and shared with partnering data handlers for the purpose of administration, financial and accounting processes. 
  • Organisation - This may be stored on our CRM and accounts databases and will be used and shared with partnering data handlers for the purpose of administration, financial and accounting processes.
  • Email address - This may be stored on our CRM and accounts databases and will be used and shared with partnering data handlers for the purpose of administration, financial and accounting processes.
  • Telephone number - This may be stored on our CRM and accounts databases and will be used and shared with partnering data handlers for the purpose of administration, financial and accounting processes.
  • Address details - This may be stored on our CRM and accounts databases and will be used and shared with partnering data handlers for the purpose of administration, financial and accounting processes.
  • Bank Details - This may be stored on accounts databases and will be used and shared with partnering data handlers for the purpose of administration, financial and accounting processes.
  • The lawful basis for processing your data is contract, in line with any contract or agreement between UCEA and individual suppliers.

iii. Who we share your data with
UCEA will share your data with our providers and advisers who act as data processors, such as our IT suppliers or accountants. 

iv. How long will we store your data
Any information relating to financial records will be kept for the mandatory six years plus the current academic year period. If you leave the organisation, or the organisation’s contract with UCEA is terminated before that time, the contact information will be deleted after two years.
 

5. Job Applicants and current or former employees

 
i. Basis for processing your data
For current and former UCEA staff, the lawful basis for processing your data is contract, in line with the contract of employment. For unsuccessful applicants/candidates, the lawful basis for processing your data is legitimate interest. 
 
ii. How we use your data
 
Application process
All of the information you provide during the application process will only be used for the purpose of progressing your application or to fulfil any necessary legal requirements. Any information gathered as part of recruitment being carried out with the help of third parties, e.g. recruitment agencies, will be retained by them and disposed of by the third party in line with the data processing agreement in place and that organisation’s own privacy policy.
 
The contact information you provide will be used to contact you to progress your application. All other information provided will be used to assess your suitability for the role applied for. 
 
You will be asked to complete a diversity monitoring form – this is completely voluntary. The information will not be shared with any staff outside of the recruitment team and will only be used to evaluate how well we are eliminating discrimination and advancing equality. This information will not be used as part of the selection process.
 
Assessment
We might ask you to complete tests and/or attend an interview; information gathered in these processes will be used to determine your suitability for the post. If you are unsuccessful following assessment, all information will be kept for at least six months but no longer than 12 months and then securely and permanently destroyed.
 
Offer
If we make an offer of employment, we will ask for information so we can complete some pre-employment checks. These must be completed in order to confirm any offer of employment. We are required to confirm the identity of our staff, their right to work in the UK, medical fitness to work and to take up references. Therefore UCEA will ask you to provide:
 

  • Proof of your identity – you will be asked to attend our office with originals and we will take copies.
  • Proof of your qualifications – you will be asked to attend our office with originals and we will take copies.
  • You may be asked to complete a criminal records declaration to declare any unspent convictions.
  • You will be asked to complete a questionnaire about your health to establish your fitness to work. This is done through a third-party data processor with whom we will share information such as your name, contact details and the nature of the job offer including a role description and the post offered, and with whom we have a data processing agreement in place, including secure retention and disposal. 
  • We will contact your referees, using the details you provided during application, to obtain references. 

If we make a final offer of employment, we will also ask you to provide:
 

  • Bank details – to process salary and expense payments.
  • Home address and telephone contact details.
  • Marital status (for pension purposes).
  • Emergency contact details – for the sole purpose of contacting your next of kin in an emergency situation.

If you join UCEA, in addition to the above, we will retain the following information during your employment and for six years thereafter:

  • Potential occupational health data. 
  • Sickness and other absence. 
  • Maternity, Paternity and other leave.
  • Performance assessments.
  • Salary reviews.

iii. Who we share your data with
UCEA will share your data with our providers and advisers who act as data processors, such as our IT suppliers or accountants and with HMRC for payroll and employment purposes. If you choose to be, and are eligible to be, a member of one of the pension schemes we offer – SAUL or USS – these details will also be shared with them. UCEA has data processing agreements in place with third party suppliers who process data on behalf of UCEA and data sharing agreements with suppliers who control data, including arrangements for secure retention and disposal.

iv. How long will we store your data
Unsuccessful applicant information will be stored for a period between six and twelve months after you have been informed of the decision. Successful applicants’ data will be stored as long as you are in employment with UCEA and for a further six years after the contract of employment ceases. Any information relating to financial records will be kept for the mandatory six years plus the current academic period. Any information relating to your wages and pension will be kept for the mandatory six years plus the current academic period.  Any medical or occupational health forms will be kept indefinitely as per UCEA’s legal obligations.
 
General Information
 
Your rights as an individual
 
You can unsubscribe from email communications at any time by replying directly to the email communication, or by contacting UCEA using one of the methods at the bottom of this privacy notice. As a data subject, individuals have a number of rights in relation to their personal data under GDPR.
 
To access your personal data and supplementary information
Individuals can find out if we hold any of their personal information by making a ‘subject access request’ under the GDPR. If we do hold information about you, we will:
 

  • Give you a description of any data held.
  • Tell you for what purpose(s) we hold it.
  • Tell you who it is disclosed to.
  • Tell you for how long it is held, and how this period is determined.
  • Provide you with a copy of the information in a standard format.

UCEA may need to ask for proof of identification or require further information regarding the data you are requesting prior to completing the request. To make a subject access request, the individual should send a request to enquiries@ucea.ac.uk and this will be completed within 30 calendar days from confirmation of identity.
 
Under GDPR individuals also have the following rights:

  • To have personal data erased (the right to be forgotten).
  • To request the restriction or suppression of their personal data (under certain circumstances).
  • To obtain and reuse their personal data for their own purposes across different services.
  • To object to the right to processing of their data based on their personal situation.
  • Legal Bases

 
UCEA will use ‘contract’ as the legal basis for the processing of personal data in relation to suppliers and current and former employees.
 
UCEA will use ‘legitimate interest’ for the processing of personal data in relation to members, event delegates and other stakeholders.
 
UCEA believes there is a genuine business reason for processing member and stakeholder data. UCEA’s purpose is to:
 

  • Represent higher education employers’ interests and assisting in effective employment practice.
  • Support and deliver negotiations and effective employee relations.
  • Gather and share knowledge and information from within and beyond higher education.
  • Provide stimuli and opportunities for sector-wide issues to be explored and better understood, in the UK and in international contexts.
  • Deliver and support effective communications with stakeholders and partner organisations in the UK, its nations and beyond.

UCEA has considered the necessity test: Processing individuals’ data in order to communicate with members, sector stakeholders and other policy contacts is necessary to effectively represent our members’ interests.
 
UCEA considers the individual impact to be low (balancing test):
 

  • Individuals have already expressed an interest in UCEA’s work through requesting member access to our website or attending an event.
  • UCEA provides opportunities for networking with sector peers and inputting into sector consultations.
  • Individual users can opt out of certain communications.
  • UCEA has put safeguards in place:

 
Individuals can unsubscribe from all or some communications by emailing enquiries@ucea.ac.uk or by contacting UCEA using one of the methods at the bottom of this privacy notice.

  • Data is not shared with a third party without informing individuals and having a data sharing agreement in place.
  • Data held is neither excessive nor held longer than necessary.
  • IT systems are secure.
  • Data protection training is completed by all staff members.

Our data retention policy
UCEA has a policy on document retention and disposal; these retention periods are based on the ICSA Guide to Document Retention. All data is stored securely on the premises at offices in London or at UK- or EU-based secure data centres. If you have any questions regarding this policy, please contact enquiries@ucea.ac.uk 
 
Changes to this privacy notice
This notice was last updated in July 2023 and published on 18 July 2023. This is reviewed on an annual basis, or before if we make any changes to our data practices or there is a change in data protection regulations.
 
How to contact us
The Deputy Chief Executive (DCE) has overall responsibility for data protection at UCEA. If you have any questions regarding this privacy notice or other matters relating to data protection, the DCE can be contacted by:
 
Email – enquiries@ucea.ac.uk
Post – UCEA, Woburn House, 20 Tavistock Square, London, WC1H 9HU
 

Complaints
If you have a complaint, individuals can lodge this directly with the supervisory authority – the Information Commissioner’s Office. Details of how to report concerns can be found on their website: www.ico.org.uk
 

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