Collaborative Staff Privacy Notice

Information you need to know

Liverpool John Moores University is the Data Controller. See further information on the institution.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.

This privacy notice explains how we use your personal information and your rights regarding that information.

For information about how the wider university uses personal data please see the Privacy notice section of our website.

Information we are collecting

To approve a member of staff to deliver on an LJMU programme, we require the following information:

  • Your title, full name, and present post and institution.
  • Main teaching activities, particularly those relating to the programme being validated or undergoing Programme Review, including the modules you will be teaching on
  • A list of all key administrative and academic responsibilities.
  • Academic or professional qualifications (including accredited teaching qualifications): date, award, classification, awarding body and university.
  • Research interest and profile (last three years only): a brief outline of key topics and any current research projects, including research grants and awards.
  • Total number of refereed publications to date, a list of all refereed publications in the last three years, and the total number of un-refereed publications.
  • A list of consultancy activities undertaken over the last three years only.
  • Professional membership or involvement (last three years only).
  • External professional activities (last three years only).

To receive an LJMU staff card and access to LJMU resources the following information will also be required:

  • Date of birth.
  • Email address.
  • Home address.
  • Address of partner institution.
  • Passport photo.

Source of the personal data

To obtain the information to approve you to deliver on an LJMU programme, we will collect personal information from you directly during the approval process. Through validation or periodic programme review this will be through receipt of your CV. Outside of validation or periodic programme review, this will be via a completed Collaborative New Staff Appointment application form and CV template.

To obtain the information to enable you to receive an LJMU staff card and access to LJMU resources, we will collect personal information from you directly via a completed Partner Staff IT application.

Why we are collecting your data and the legal basis for this

We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

We use your personal data to:

  • consider your nomination to act as a member of staff delivering an LJMU programme at a partner institution
  • comply with legal and regulatory obligations, requirements and guidance
  • support you in fulfilling your role and maintaining your engagement with the university, in line with Institutional and National requirements (for example, the university’s Framework for Academic Quality and Standards or the Office for Students’ Conditions of Registration)
  • support the university’s compliance with Institutional and National requirements, including compliance with the Office for Students’ Conditions of Registration (for example, confirming the appropriateness of the teaching team delivering the award and maintaining appointment records throughout your tenure)

The lawful basis for using this data is to enable us to perform our contract with you (GDPR Article 6(1)b) and because we have a task to complete in the public interest (GDPR Article 6(1)e).

This permits the university to use your personal data to consider and confirm you as a member of staff delivering on an LJMU programme at a partner institution.

Who has access to this data

Your personal information will be accessed internally by authorised LJMU staff or departments, only where there is a legitimate and necessary reason to do so.

In addition, the information contained in your CV will be viewed by members of the validation or periodic programme review panel. These panels normally include LJMU staff, an External Advisor (usually an academic from another Higher Education Institution), and a Student Panel Member (usually a student from the Partner Institution).

LJMU staff who may access your information include, but are not limited to:

  • nominating programme team
  • nominating Director of School
  • Academic Registry
  • link tutor
  • Validation and Review Oversight Panel
  • Validation and Periodic Programme Review Event panels
  • faculty administrative offices
  • university IT Services

Your data may also be shared with national regulatory bodies such as the Office for Students.

Where relevant, your name, position, institution or workplace, and CV may be shared with Professional, Statutory and Regulatory Bodies (PSRBs) or their representatives to meet accreditation or monitoring requirements relating to LJMU programmes.

How the university protects your data

We are committed to keeping your personal data safe in line with data protection legislation and the university’s information security and data protection policies.

As part of the validation or periodic programme review process, your CV will be shared with the panel in a password‑protected file. The password will be sent to panel members in a separate email from the one used to circulate your CV.

Data relating to nomination, appointment and administrative management of active tenures

  • Your data is collected at the point of nomination by the nominating programme team or Academic Registry and is stored centrally by Academic Registry in secure files.
  • If you are appointed to teach on a collaborative programme between validation and periodic programme review events, your data will also be stored on the Validation and Review Oversight Panel website in secure, panel‑designated files.
  • Following appointment, and throughout your period of engagement, your data will continue to be stored centrally and securely by Academic Registry (in secure files) and within the secure university database, the LJMU WebHub.

Data relating to creating an LJMU staff IT account

If your appointment is confirmed, you will be asked to complete and return a designated form so that LJMU can create and activate your Staff IT Account and grant you IT access. Once completed, this form will include personal data such as your title, name, date of birth, contact details and home address. This information will be stored electronically by LJMU’s IT Services.

How long the university keeps your data

We will only retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting or reporting obligations. Unless we inform you otherwise, this will follow the timeframes outlined below.

Data relating to nomination, appointment and administrative management of active tenures

  • If you are not approved to act as a member of staff to deliver on a programme at a collaborative partner, we will securely destroy your application within one month of the decision not to appoint you.
  • If your nomination is approved, your appointment and nomination data will be retained by Academic Registry as part of the university’s record of approved collaborative partner staff, in line with the university’s Records Retention Schedule.

Data relating to creating an LJMU staff IT account

This information will be stored securely by LJMU’s Human Resources department, both in securely held paper records and within the university’s secure Staff Infobase HR system. Your information will be retained for the validated duration of the programme on which you will teach, after which it will be securely deleted.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request - this could be in a portable electronic format
  • request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
  • request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing

If your personal data has been provided by consent, you have a right to withdraw that consent at any time.

If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.

If you do not provide data

We need to collect personal data from you to comply with our legal and regulatory obligations and to facilitate your engagement with the university in this role.

If you do not provide the information to us, you will not be able to carry out your duties and will be unable to teach on the LJMU programme.

Transfers of data outside the UK

We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country - for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.

Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.

These safeguards might include model contractual clauses, formal data sharing or processing agreements, or binding corporate rules. In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.

Automated decision-making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the university

You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
 University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

How to complain to the Information Commissioner’s Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted using the following details:

  • By post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF
  • By phone: 0303 123 1113
  • By email: contact can be made by accessing the ICO website