Human Resources

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Staff Records

Personal Information

The University is required to process and retain, in electronic form or otherwise, certain personal information relating to you.  The confidentiality of this information is taken extremely seriously and will be treated strictly in accordance with the terms of the Data Protection Act 1998. The University aims to collect personal information only in order to meet specific legitimate purposes such as the Asylum and Immigration Act 1996, and to retain that information only for as long as those purposes remain valid. Ordinarily, the University will not pass individualised personal information to any third party, save where required by law, statutory obligations or legitimate purposes balanced against the rights and interests of the data subject.

The Higher Education Statistics Agency (HESA) is the official agency for the collection, analysis and dissemination of quantitative information about higher education in the UK. Some information held by the University about you is sent in coded and anonymised form to HESA annually. Your record is added to a database which is passed to central government departments and agencies and devolved administrations which require it to enable them to carry out their statutory functions under the Education Acts. It is also used for statistical analysis by HESA and the bodies listed below, resulting in publication and release of data to other non-statutory users. These may include academic researchers and unions. You may wish to note that your name and contact details will not be made available to HESA and precautions are taken to minimise the risk that you will be able to be identified from the data.

HESA’s statutory customers are:

  • The Department for Innovation, Universities and Skills
  • Welsh Assembly Government
  • Scottish Executive (Scottish Government)
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Funding Council
  • Training and Development Agency for Schools
  • Research Councils

Under the Data Protection Act 1998 you are entitled to request personal information that the University holds on you. To do this you are required to place a Subject Access Request. The University charges £10 for each Subject Access Request, a form can be downloaded at  If you have any queries about, or concerns to, the use of data for HESA purposes, please contact HESA at, or by writing to 18 Royal Crescent, Cheltenham, GL50 3DA.

The University strives to ensure that all personal data remains current and accurate.  There are some areas, however, where the University relies upon employees to inform it of any changes; for example contact, address, title and emergency contact details.  Please make these changes directly using the Employee Self Service (ESS) facility or contact the HR Operations Team on Ext.8864.  For further information on ESS please go to


Updated: 13 April, 2012 | Site editor | Legal