Supplemental Privacy Notice for Northeastern University – London Employees, Job Applicants, Contractors and Others Working With the University

Introduction

1. As a supplement to the Northeastern University Policy Governing the Personal Information of Employees, Job Applicants, Contractors and Others Working with the University (‘Employee Privacy Policy’), this Northeastern University – London Supplemental Privacy Notice provides additional details related to the third parties from which and with which Northeastern University – London may use, collect and share your personal information.

Use

2. Personal and Sensitive personal information may be held by Northeastern University – London or Northeastern University on our HR system, known as ‘Workday’, which is administered by Northeastern University and may be used in a number of ways across Northeastern University – London and Northeastern University including:
   1. HR Records: a personal record is held to identify you and ensure your staff record we hold for you is accurate, complete and up to date. Line managers have access to your HR Record as do staff working in the HR department both at Northeastern University – London and Northeastern University.
   2. HR and Payroll Records: to assist Northeastern University – London to maintain its personal record for you and exercise all payroll responsibilities, including name, title, gender, address, and bank account for the purposes of making payments to your bank account, making deductions and paying pension contributions.
   3. University reporting: management and statistical information to enable Northeastern University – London to monitor the effectiveness of its procedures and policies, for example in gender pay gap reporting.
   4. External reporting: your personal record is used when required for example to supply anonymised information about our staff to the Higher Education Statistical Agency (HESA), which is part of Jisc. Please visit HESA’s website for more information on how they manage their data.
   5. Third parties: your data is shared with third parties for example to verify the dates and nature of your prior employment and to outsourced suppliers of services to Northeastern University – London for example to our Independent Financial Advisor (IFA) who liaises with you to set up your pension or private health insurance.

Third-Party Collection

3. Sometimes Northeastern University – London may receive personal information about you from third parties as described in the following table:

Third-Party Sharing

4. Sometimes Northeastern University – London may need to share your personal information with third parties. In addition to the third-party sharing set forth in Section C.2 of the Employee Privacy Policy, the following table gives examples of third-party sharing:

When You Leave Northeastern University – London

5. If you decide to leave employment with us, your personal data is, in most cases, kept for 6 years from the date you leave and with your consent, for longer, for processing requests such as from potential employers. If you were a member of a pension scheme, some information will be kept longer to allow payment of a pension. We will retain your personal data no longer than is necessary for the stated purposes. If you wish to delete your personal information, please contact privacy@northeastern.edu.

Complaints

6. If you are unhappy with the way in which your personal data is being processed you may, in the first instance, lodge a complaint with the Chief Privacy Officer whose contact details are:

privacy@northeastern.edu

Chief Privacy Officer

Northeastern University London

Devon House, 58 St Katharine’s Way, London, E1W 1LP

Email: dpo@nulondon.ac.uk

7. If you continue to have concerns thereafter you have the right to contact the Information Commissioner for a decision. The Information Commissioner can be contacted as below:

Helpline: 0303 123 1113

8. Website: How to make a data protection complaint to an organisation | ICO

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