As a member of staff, the University of Portsmouth will collect your personal data to record your time as an employee and ensure that you are paid.

What data do we process?

We collect the following personal data from you before you start working with us:

  • Your name
  • Contact details
  • Emergency contact details
  • Date of birth
  • Country of nationality and birth
  • Academic qualifications
  • Previous employment details
  • Details of any disability
  • Details of any criminal convictions
  • Contact details for referees
  • Special category data such as country of birth, nationality and details of physical and mental health for equal opportunities monitoring

Disclosure of your personal data to third parties

We will only disclose your personal data:

  • Where you give written consent for the disclosure
  • When the University is under a legal requirement to provide information (e.g. Higher Education Statistics Agency or HESA)
  • If required by the police or other agencies investigating a criminal offence

It is not possible to list every purpose for which your data will be used, but this will only ever be in relation to University business.

For further information, please read the Data Protection Statement for Staff below.

How long will we keep your personal data?

Your staff record will be retained for six years after the termination of your employment. After this, only those details necessary to identify you and to show that you worked at the University will be kept.

Your responsibilities as a data subject

We need you to tell us if any of your details change so that we can keep your records up to date. As a member of staff you are able to see a range of data about yourself on the Employee Self Service (ESS) part of the Human Resources (HR) system. You can change / update many of these items yourself and you are encouraged to do so on a regular basis.

Don't give your staff username or computer passwords to anyone else. This will limit the possibility of confidential systems being accessed by anyone who is not authorised to do so.

If you are involved in any research work at the University or are in a position where you might come into contact with other people's personal data, please remember to treat that information in confidence. All data must be handled in line with basic data protection principles and you must not to access any data that you do not need to complete your work.

Data Protection statement for staff

A PDF version is available at the following link: Data Protection Statement: Staff (PDF)