2. Disclosure of Personal Data

Staff personal data may be accessed by authorised University employees, agents, contractors, and its service providers, who will only process this information in accordance with the Act and those University instructions, regulations and contracts.

Personal data may also be accessed by other third parties (or their agents) where there is a legitimate interest in them receiving such information. Such third parties include:

• a) Professional bodies, for example, the Law Society of Scotland, General Medical Council;
• b) Research Councils and Charities, for example, when apply for research funding;
• c) Relevant Government Departments to whom the University has a statutory obligation to release information, for example, Department of Work and Pensions, HM Revenue and Customs, Council Tax Department, UK Border Agency of the Home Office for purposes connected with immigration, the police, and benefit or tax inspectors;
• d) Potential employers or providers of education who have been approached by Data Subjects;
• e) Other educational partners involved in joint/collaborative course provision and validation;
• f) Relevant and authorised third parties where the transfer of personal data is necessary in order to protect the vital interests of another person where consent by or on behalf of the Data Subject has been unreasonably withheld;
• g) Relevant and authorised pension providers, for example, USS and the University of Glasgow Pension Scheme;
• h) Electoral registration officers;
• i) Law enforcement agencies.

In emergency situations the University may provide Staff emergency contact details and other appropriate information to those relevant authorities dealing with the emergency.

Disclosure to third parties not listed above will be made only where there is a legitimate interest, in accordance with the Act, and the consent of the Staff will be sought where necessary.

3. Other use of data by the University

The University has a statutory obligation to provide to the Higher Education Statistics Agency [HESA] a return each year containing a record for relevant members of staff. The records HESA holds are used for statistical analysis. The HESA data protection information is available via www.hesa.ac.uk/ .

The University may also provide information to appropriate bodies as part of institutional quality enhancement or assessment initiatives, for example the General Teaching Council Scotland (GTCS), Quality Assurance Agency (QAA) or similar activities which measure and assess the University’s performance.

Extracts of Staff’s information held in the HR Records System is used to populate appropriate records in other systems, for example, Staff a-z Directory, Student Records, Research, Physical Resources, Car Parking Permits, and other access control systems, and IT Directories.

Data Subjects may check that the information recorded about him or her in the University’s HR Records System is correct and where appropriate update this, using the University's HR Self Service facility at www.gla.ac.uk/hrselfservice.

Schools/RI's/Services of the University may display personal data relating to Staff, including the Staff name and contact details, on notice boards and the Intranet to provide information about seminar and tutorial groups and other essential information that has to be communicated.

Staff attending Graduation Ceremonies should be aware that such events are regarded as public events. Audio and visual images of the ceremony are publicly available via: the sale of videos of the ceremony; a live ‘on-campus’ video link-up; and a live ‘worldwide’ broadcast of the ceremony via the Internet.

4. Contact Information

The University will publish the staff email and telephone directory on the internet for the normal organisational functioning and management of the University. Individual staff members retain the right to object to the use of their data in this manner where it could cause them significant damage or distress. Staff may request that this information is not displayed in this way by contacting the University’s HR Service as stated at www.gla.ac.uk/stafflist/?action=dp.

Contact information for each member of staff, such as postal and e-mail addresses and phone numbers, may be used by the University to provide important information related to employment by the University.

Every member of staff must ensure that emergency contact information, for example next-of-kin information, that is held in the HR Record System is correct and up-to-date. The information may be checked by using the University's HR Self Service facility at www.gla.ac.uk/hrselfservice. The University will communicate with the emergency contacts in appropriate circumstances. This information and other appropriate information may also be provided in an emergency to those relevant authorities dealing with the emergency.

5. IT Facilities

Staff may also be issued with a staff ID card that will be used to gain access to appropriate University facilities.

Staff may check that the information recorded about him or her in the University’s HR Records System is correct and where appropriate update this, using the University's HR Self Service facility at www.gla.ac.uk/hrselfservice.

The University operates CCTV and similar equipment to monitor safety and security, and may monitor telecommunications, data communications, and other communications as permitted by the relevant legislation and University regulations. The University’s IT regulations expressly prohibit the use of the University’s IT equipment & infrastructure to access, to attempt to access, or to distribute material of a criminal, offensive or pornographic nature. Breaches will be subject to investigation and may result in disciplinary action and, in the event of contravention of law, referral to the police. The University IT Policies & regulations are available at www.gla.ac.uk/services/it/regulationscommitteesandpolicies/.