How we use information about you – information for staff
In this policy “we” means the University of Essex and “you” means staff
at the University.
The University keeps information about you in paper and electronic form.
Information is kept in Human Resources, faculties and departments.
We use the information to administer your access to various services
including car parking, the library, ISS, payroll, pensions and training.
Cars parking in the multi-deck car park on the Colchester campus have their
number plates scanned by an Automatic Number-Plate Recognition (ANPR) system.
This information is used only to levy the correct charge on those choosing to
park their cars there.
The University uses several e-mail lists so that we can quickly and
easily contact staff on a range of topics. Only a limited number of staff
are allowed to send messages to these lists.
There are two types of lists and as a member of staff you are
automatically a member of both of them.
The first type of list is used to vital information for staff relating to
formal aspects of employment, health, safety, security, and some
administrative procedures. All staff have to belong to this list type of
The second type of list is for more general information about events,
opportunities and more general issues of wide interest. You are
automatically a member of this sort of list, but you can chose to opt out.
You can manage your list membership for the relevant lists through the
HESA and HEFCE
Some information about you is sent once a year to the Higher Education
Statistics Agency (HESA). The data is sent in an anonymised form (so you
cannot be identified from it).
Find out more information about
HESA and your
ISS logs keep records of when
e-mails are sent and who they are sent to. We do not generally look at these
logs unless there is a problem.
The University has a right to monitor use of IT facilities to make sure
the Guidelines for Use of IT Facilities are being followed, for quality
control and training, for preventing and detecting criminal acts, and to
investigate unauthorised use. The University is allowed to do these thing
Regulation of Investigatory Powers Act 2000 and
Telecommunications (Lawful Business Practice) (Interception of
Communications) Regulations 2000.
Library facilities at Southend
The library at Southend in The Forum building is provided by Southend Borough
Council, working with Essex County Council. The University passes contact
details to the library so that a membership account can be created for you.
Account details will be updated daily to ensure accuracy. Information on fine
and charges will also be shared.
You can find a full explanation of the information we share and the way we
provide library services at Southend for you, by looking at the Information
Sharing Agreement between the partners at
This statement only applies to staff with Tier 2 or Tier 5 visas. In line
with new UK government legislation we will report to the UK Border Agency on
your attendance at the University. This legislation is new from March 2009.
You can find out more from
Human Resource section or the
Border Agency website.
Sometimes we will pass information about you to third parties, where the
law allows it. For example, we'd confirm the dates and nature of your
employment here to a prospective employer.
The University does not give or sell your information to other
When you leave
If you decide to leave, a permanent record of your period of employment
at the University will be retained. You personnel file is kept for 6 years
after you leave. Please look at the
human resources retention schedule to find out more.
Seeing your information
You have a right to see all the information that the University keeps
about you. To find out how to do this please go to the
If you have any questions about what we do with your information please
contact the Information
Created by: Information Manager
Created: October 2004
Last updated: August 2013
Review due: March 2015