GDPR Notice for University Employees
The European Union’s General Data Protection Regulation (“GDPR”) and other countries’ privacy laws provide certain rights for data subjects concerning the use of personal information.
This page provides a summary concerning the use of personal information you provide to the Loyola (“University”) while you are in the European Union (“EU”) in connection with your employment by the University.
What Personal Information Will be Processed?
The University will keep a record of the information you provided on your employment application form, any supporting documents requested and additional information provided by any references or during any interview process. We will maintain various administrative and financial records about your employment at the University, and about your use of the academic and non-academic facilities and services that we offer. Where relevant, we may supplement these records with personal data from the public domain (e.g. your publications) or other sources (e.g., where relevant, other state and federal agencies).
Your personal information is created, stored and transmitted securely in a variety of paper and electronic formats, including some databases that are shared between the University’s President’s Office and the individual University campuses. Access to your personal information is limited to University staff who have a legitimate interest in it for the purpose of carrying out their employment duties.
In addition, the University may process some information about you that is classed as ‘sensitive’ or ‘special category’ personal data, and which may require additional protections. This includes information concerning your ethnicity, sexual orientation, union membership, religious beliefs or health/disability. This information may be collected for planning or reporting purposes, or in order to provide care, help or reasonable accommodations.
You have the right to access the personal information that is held about you by the University. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information (subject to certain exceptions), or otherwise limit our processing, or to object to processing or to receive an electronic copy of the personal information you provided to us.
We store your personal information as part of your employment record for the duration of your employment (and it may be used as part of our assessment of any future application you make for further employment at the University). After your employment ends, certain records pertaining to your employment are retained indefinitely so that the details of your employment can be confirmed and for statistical or historical research.
What is the purpose and legal basis of the processing?
The University will process your personal information for a range of contractual, statutory or public interest purposes, including the following:
- To assess your suitability for a particular employment position or role.
- To administer payroll, benefits, retirement plans and other standard employment functions.
- To administer HR-related processes, including those relating to performance/attendance management, disciplinary issues and complaints/grievances.
- To conduct security, governance, audit and quality assurance functions.
- To provide access to facilities (e.g. information technology, libraries), services (e.g. reasonable accommodations, EAP) and employee benefits to you, and where appropriate to monitor your use of those facilities and services in accordance with University policies (e.g. on the acceptable use of information technology).
- To communicate effectively with you by mail, email and phone, including the distribution of relevant employee newsletters and notices.
- To support your training, health, safety, welfare and religious requirements.
- To compile statistics and conduct surveys and research for internal and statutory reporting purposes.
- To fulfill and monitor our responsibilities under equal opportunity, immigration and public safety legislation.
- To support you in implementing any health-related reasonable accommodations to allow you to carry out a particular role or task.
- To enable us to contact you or others in the event of an emergency.
We consider the processing of your personal information for these purposes to be either necessary for the performance of our contractual obligations with you (e.g. to manage your employment contract), or necessary for compliance with a legal obligation (e.g. equal opportunity monitoring), or necessary for the performance of tasks we carry out in the public interest (e.g. non-statutory reporting or research). We require you to provide us with any information we reasonably ask for to enable us to administer your employment contract. If we require your consent for any specific use of your personal information, we will collect it at the appropriate time and you can withdraw this at any time. We will not use your personal information to carry out any wholly automated decision-making that affects you.