Privacy Notice for External Examiners
The University of Glasgow will be what’s known as the ‘Data Controller’ of personal data processed in relation to your role as an External Examiner for undergraduate and taught postgraduate courses and programmes, including recruitment to the role, submission and processing of reports, and payment of fees and expenses.
This privacy notice explains how the University of Glasgow will process your personal data and details information that must be provided to you under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
The data we process
We are collecting your personal data so that you can carry out your role, be paid for your work, and to ensure that we comply with our responsibilities as an employer. We will collect only the data that is
essential to allow us to do this during the nomination process and your term as External Examiner including:
- Name, date of birth, address and contact details, including email address and telephone number.
- Details of your qualifications, skills, experience and employment history, including start and end dates with previous employers.
- For the purposes of payment of fees and expenses, your national insurance number and details of your bank account including, if claiming expenses, a redacted bank statement or digital banking app for verification purposes.
- Details of your nationality and eligibility to work in the UK, including your passport and Right to Work documentation if applicable.
The Legal basis for processing your data
As per UK GDPR legislation, we must have a legal basis for processing all personal data. In this instance, the legal basis is:
- Article 6(1)b – contract – which allows for data to be processed when it is necessary for a contract. There is a contractual relationship between you and the University as outlined in your appointment letter and the data we collect is necessary for the performance of that contract.
- Article 6(1)c – legal obligation – which allows for data to be processed when it is necessary for a legal obligation, in this instance to assess your right to work as per the Immigration, Asylum and Nationality Act 2006.
What we use your personal data for
We will use your information for the following purposes:
- To manage the nomination process.
- To maintain accurate and up-to-date records and to communicate with you effectively.
- To manage all tasks associated with your position as External Examiner, including payroll and expenses and establishing your right to work in the UK.
- To ensure effective general and business administration.
What we do and who we share it with
Data held by Academic Policy & Governance is stored within a dedicated system hosted on the University of Glasgow’s internal servers to which access is restricted to a limited number of staff based on the nature of their role. This allows for External Examiner remits to be assigned; reports to be generated, appropriately issued and processed; and for accurate payments to be made.
In addition, data is held on our HR system (People XD) to facilitate the issuing of a staff ID and the processing of fee payments. This is a GDPR compliant third-party system, with cloud storage hosted on servers in the UK and EU. At the University of Glasgow, the data on this system is accessible only by select colleagues in HR, Finance, and Academic Policy & Governance who have a legitimate reason to do so as part of their role.
Data may also be processed by the School responsible for the courses and/or programmes in your remit to facilitate the payment of any expenses you incur.
All the personal data that you submit is processed by staff at the University of Glasgow in the United Kingdom, however, some data may be shared with external organisations, including:
- If your appointment is associated with courses and/or programmes that are accredited by Professional, Statutory, and Regulatory Bodies, your name, qualifications and home institution details may be shared with them during accreditation and monitoring processes.
- Relevant Government Departments including Her Majesty’s Revenue and Customs (HMRC) and UK Visa and Immigration (UKVI).
How long do we keep it for?
Personal data, except your name and the end date of your employment, will be retained by Academic Policy & Governance for the duration of your employment plus one year. Beyond this, your name is only used to ensure any future appointment as an external examiner at the University of Glasgow complies with our regulations and QAA guidance that examiners should not be reappointed within five years of their contract ending.
Data related to Right to Work checks, including passport information, is held for the duration of your employment plus two years.
Data related to expenses claims submitted to the relevant School is held for the current financial year plus six years.
Data held by our HR department, including payroll information, is retained for the duration of your employment plus six years. However, the University of Glasgow will keep a record of your employment at the University indefinitely for tax and pension reasons. The relevant Privacy Notice can be found on our website: www.gla.ac.uk/myglasgow/pod/a-z/hrrecordsretention/privacynotice-staff/
What are your rights?
You can request access to the information we process about you at any time. If at any point you believe the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected, or erased. You may also have the right to object to the processing of data and the right to data portability.
If you wish to exercise any of these rights, please submit your request via the webform or contact dp@gla.ac.uk.
*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out.
Complaints
If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Office who will investigate the matter.
If you are not satisfied with our response, or believe we are not processing your personal data in accordance with the law, then you can complain to the Information Commissioner's Office (ICO): https://ico.org.uk.