Privacy Notice: Industrial Action
Purpose of this Notice
This supplemental privacy notice explains what we 'The University of Glasgow' do with your personal information when it is collected in relation to legal industrial action, how we protect it and your rights. This notice should be read in conjunction with The University’s Privacy Notice for Staff.
The University of Glasgow is the data controller for the personal data described in this notice. You can contact the University’s Data Protection Officer at FOI and Data Protection Office for any queries relating to how your data is processed.
Confidentiality
The University of Glasgow takes its data protection obligations seriously. Any personal information employees provide, in connection with legal industrial action days is handled only by colleagues who are subject to strict confidentiality obligations. Access to this information is limited to authorised personnel who require it to support the accurate management and administration of contracted pay, to make necessary communications, and to enable the University to meet its obligations in line with contracts of employment.
All data is stored securely within the University’s approved organisational systems (PeopleXD). It will be retained only for as long as is necessary to support accurate, consistent and equitable absence recording and payroll processing, after which it will be securely deleted in line with the University’s retention schedule.
Personal Data
All affected University colleagues are asked to record any participation in legal industrial action days by submitting this directly in PeopleXD, in the same way annual leave is normally recorded. To do this, colleagues should select ‘Industrial Action’ and enter the relevant date(s).
Accurate recording is important, as it ensures the Pay and Pensions team is notified and able to apply the appropriate pay deductions correctly and in line with University processes.
For clarity, the only personal data involved in this process is:
- your name and employee ID (already held within PeopleXD)
- the date(s) you record as industrial action
- the absence category you select (“Industrial Action”)
This information is normally provided directly by you through PeopleXD. No data is collected from external third parties, and no additional personal information is requested. The University does not record or seek information about the reasons for participation or any other union‑related activity.
In situations where a colleague does not enter the information themselves, or where clarification is required after industrial action has taken place, a line manager may record the relevant date(s) of industrial action on the colleague’s behalf. This is done solely to ensure accurate, fair and equitable payroll processing and is based only on information obtained directly from the colleague or from standard attendance records. No assumptions will be made about participation, and no further personal data will be collected for this purpose.
Use of Personal Data
Your personal data and declaration will be held securely and processed by colleagues responsible for the administration of IA for the purposes of:
- The correct calculation of pay and benefits, that may be subject to change related to your industrial action day(s) declaration; and
If you took industrial action days, you are required to disclose this after the day(s) in question, upon the reasonable request of the University.
Providing this information is necessary to ensure pay is administered accurately, fairly and equitably.
Legal Basis for Processing and Retention
We need your data in relation to your participation in industrial action day(s) to ensure your pay accurately reflects your actions and contracted terms and conditions. It is also essential to supporting accurate, fair and equitable processing of any associated pay deductions and to ensure that all colleagues taking part in IA are treated consistently.
Therefore, as our lawful basis for the collection and processing of personal data, we are relying on the performance of a contract with you.
No special category personal data is processed for this purpose, and no automated decision making or profiling is carried out.
Personal data relating to industrial action day(s) declarations will be retained in line with The University’s Privacy Notice for Staff.
Who Has Access to the Data
Access is strictly limited to:
- Limited People & OD and Payroll staff responsible for payroll and attendance management
- Line managers (or designated responsible colleagues) who need to record or verify attendance information (access only to direct reports)
- System administrators who maintain secure People & OD systems (access is technical only)
No other individuals or teams will have access to this information.
How the Data Is Stored
All information is stored securely within our approved organisational People & OD and Payroll systems.
These systems meet our internal information governance and data protection standards.
Your data will not be transferred outside the UK. If this position changes, appropriate safeguards will be applied in accordance with UK GDPR.
How Long the Data Is Kept
It will be retained only for as long as is necessary to support accurate absence recording and payroll processing, after which it will be securely deleted in line with the University’s retention schedule.
Absence information is retained only for as long as necessary to:
- Process payroll accurately
- Maintain required employment records
- Satisfy financial audit or related legal requirements (e.g. evidencing legal justification for pay deductions)
The University does not collect, record, or infer information about union membership or participation in industrial action.
Special Category Personal Data
No special category data will be collected in relation in respect of the industrial action day(s) declaration.
Data Transfers and Sharing
The University will not share this data with any other third party organisation, unless required by law or otherwise in accordance with the applicable data protection laws.
Further Information
If you require further information on the collection of your industrial action day(s) declaration, please contact the People & OD Helpdesk.
Your Rights
If you have any questions relating to your personal information and your information rights, including right of access, rectification and erasure, please see the University’s data protection web pages.
Or contact the University FOI and Data Protection Office.
You can also contact the Information Commissioners’ Office in relation to any concerns or issue you may have with the processing of your personal information.
Document Control
| Document Control | |
|---|---|
| Document Name | Privacy Notice: Industrial Action |
| Implementation Date | April 2026 |
| Owner | People & OD, Policy & ER |