External Examiners & Recognised Teachers Privacy Notice External Examiners & Recognised University Teachers Privacy Notice

External Examiners and Recognised University Teachers Privacy Notice

This Privacy Notice explains how Ulster University (University) collects, uses and processes participants’ personal data as a data controller and explains individuals’ rights in relation to the personal data that the University processes during the nomination process.

The University actively seeks to preserve the privacy rights of those individuals that share information with the University.  The personal data which you provide to the University will be processed in accordance with UK data protection legislation, specifically UK GDPR and the Data Protection Act 2018.

What is the purpose and legal basis of the processing?

The purpose of the processing is to support the nomination, approval, appointment and ongoing management of External Examiners and Recognised University Teachers at Ulster University, including assessing eligibility, maintaining appointment records, monitoring appointments and supporting the University’s academic quality assurance and regulatory requirements.

The following lawful basis that applies to this processing is:

UK GDPR Article 6.1(b) - processing is necessary for the performance of a contract or with a view to entering into a contract.

UK GDPR Article 6.1(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

How the University collects your personal data

The University shall collect the personal data from you directly in the case of External Examiners, and the partner institution shall collect the data in the case of Recognised Teacher.

Change of Purpose

The University will only use your personal data for the purposes for which it collected in, unless the University reasonable considers that it needs to use the personal data for another reason and that reason is compatible with the original purpose.  If the University needs to use your personal data for an unrelated purpose it shall notify you and explain the legal basis for which allows the University to do so.

How long does the University hold your personal data?

Personal data collected as part of External Examiner and Recognised University Teacher nominations will be retained for a period of the appointment plus 1 year (and in the case of unsuccessful nominations, for a period of 5 years beyond the nomination year.

The University’s Retention and Disposal Schedule includes guidance on retention and disposal periods.  A copy of the Schedule is available at Ulster University Retention and disposal schedule

Categories of personal data processed by the University

Personal Data

The University may collect, use, store and transfer the following types of personal data as part of this processing:

• Name
• Current post
• Email address
• National Insurance number
• Date of Birth
• Work and professional experience details (including academic qualifications, professional memberships, other appointments).
• Right to work in the UK

Who does the University share your data with

The University shares personal data with third parties where necessary for the purposes of the processing and where there is a legal basis to do so.  Where information is shared with such third parties, the University will seek to share the minimum amount necessary.

Your personal data will not be shared with third parties as part of this processing.

International Transfers

External Examiners

The University will not transfer your personal data outside of the UK.

Recognised Teachers

Your personal data will generally be received by the University from our partner institutions outside the UK. In limited circumstances, where information provided is incomplete or requires clarification, the University may need to share relevant personal data with the originating partner institution. Where this involves a transfer of personal data outside the UK, the University will ensure that appropriate safeguards are in place in accordance with UK data protection legislation.

Your rights as a Data Subject

As a University data subject you have the right to:

• Access and obtain a copy of your personal data on request;
• Require the University to change incorrect or incomplete personal data;
• Require the University to delete or remove your personal data, for example where the data is no longer necessary for the purposes of processing.  Note, however that the University may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request;
• Object to the processing of your personal data where the University is relying on its legitimate interests as a legal ground for processing;
• Where the University is relying upon consent to process your personal data, you may withdraw your consent at any time; and ask the University to stop processing personal data for a period if the personal data is inaccurate or there is a dispute about whether or not your interests override the University’s legitimate grounds for processing the personal data.

Further information and your right to complain

Further information in respect of the University’s practice in respect of data protection and our Data Protection Policy is available.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request the University transfer a copy of your personal information to another party, please contact the University’s Data Protection Officer,

Eoin Coyle
Data Protection & Information Compliance Manager
c/o Ulster University, Room L132
Coleraine
BT52 1SA

02871 675525
gdpr@ulster.ac.uk

If you are not satisfied with how the University is processing your personal data, you can make a complaint to the ICO.  Further information about your data privacy rights are available on the ICO’s website.