Employment Privacy Notice


Who we are

The University of Wolverhampton (‘The University’, ‘we’ or ‘us’) are a ‘Data Controller’, as defined by the Data Protection Act 2018 and are responsible for, and control the processing of your Personal Data. You can contact us at email dataprotection@wlv.ac.uk, University of Wolverhampton, Wulfruna Street, Wolverhampton WV1 1LY. Tel. 01902 32 1000. Our Data Protection Officer can be contacted at dataprotection@wlv.ac.uk.


How We Use Your Data

The University of Wolverhampton will process your Personal Data for different purposes associated with your employment. We are only able to process your data if we have a lawful reason to do so pursuant to one of the conditions in the UK GDPR and relevant schedules of the Data Protection Act 2018. Please see the below list for our various purposes for processing and associated conditions for processing.



Lawful Basis (Reason)

Keeping an up-to-date copy of your personnel file

Necessary for a contract


Offering training sessions Keeping a record of any sessions you attend


Necessary for a contract

Recording mandatory or other e-learning modules you take and sending reminders to you when it is time to refresh them

Necessary for a contract

Sending you employee satisfaction surveys on various topics so the University can improve various functions and make the workplace better for you

Legitimate Interest


To conduct appraisals and performance reviews


Necessary for a contract

Coordination of your probation review period

Necessary for a contract

Coordination of your performance management or improvement plans

Necessary for a contract


Taking a record of your time and attendance at work


Necessary for a contract


Monitoring your work output


Necessary for a contract

Processing absence or sick leave requests

Necessary for a contract

Processing payment of your wage and entitlements as well as payment of your nominated pension

Necessary for a contract

Keeping a record of and processing payments to your nominated Trade Union

Carrying out obligations and specific rights in relation to employment and social security

Coordination of any grievances raised by you or involving you

Necessary for a contract


Resolving any conduct and disciplinary issues


Necessary for a contract

Monitoring your use of our Digital Services facilities including, internet usage, communications systems usage and any other applications

Legitimate Interest

Recording communications on platforms such as Outlook and MS Teams, including recording meetings where necessary. For further information on how your data is processed within MS Teams please click here.

Legitimate Interest

Your use of public social media, only in very limited circumstances, to check specific risks for specific functions within our organisation

Legitimate Interest

Details of your use of business-related social media, such as Facebook, Twitter, Instagram and LinkedIn.

Legitimate Interest

Details in references about you that we give to others

Legitimate Interest

Checking your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information

Legal Obligation


Equality and monitoring based on protected characteristics


Legal Obligation

Carrying out internal research and analysis for including monitoring performance and quality at an institutional level and where there is no direct impact on data subjects (Anonymous non-identifiable and aggregate level data)

Legitimate interest in ensuring that the University is able to benefit its staff and students through understanding how they are impacted by its practices

CCTV system monitoring

Legitimate Interest and safeguarding of individuals

Staff ID and car parking lists

Legitimate Interest

Legal Obligation

Purposes detailed in the New and Expectant Mothers Policy

Necessary for a Contract

Legal Obligation

Recording your attendance at meetings in meeting agendas or minutes and discussions which may concern you during meetings will be recorded in minutes 

Necessary for a Contract 


Information We Collect

The majority of information that we process about you will be provided by you, your line manager, Director, Dean or Faculty Registrar or other work colleagues.

This Information will include details such as:

  • full name, date of birth and gender;
  • contact details including your address, home and mobile phone numbers and email address;
  • emergency contacts (i.e. name, relationship and home and mobile phone numbers);
  • information collected during the recruitment process that we retain during your employment;
  • contract of employment;
  • salary and benefits, bank/building society, National Insurance and tax information;
  • your age;
  • details of your spouse/partner and any dependants (if you have nominated them to receive benefits linked to your pension);
  • your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information;
  • a copy of your driving licence if driving is required as part of your position;
  • your nominated pension fund;
  • Information in applications you make for other positions within our organisation;
  • Any other information relating to you, that you share with us or that we obtain as part of your employment relationship with the University of Wolverhampton and/or its subsidiaries.


NB: Certain of the categories above may not apply to you if you are an agency worker, independent contractor, freelancer, Governor or volunteer.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it, through this privacy notice.


Special category data including:

  • your status in relation to protected characteristics as defined in the Equality Act 2010;
  • criminal records information, including the results of Disclosure and Barring Service (DBS) checks;
  • your trade union membership; and
  • information on your sickness and absence records (including special category information regarding your physical and/or mental health).


We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.


Who We Share Your Personal Data With

Information is shared with relevant departments within the University for the purposes outlined above. In addition, specific data may be obtained from and shared with the following external parties for the purposes specified:


Recipient or Source

Purpose and type of data

Lawful Basis


To facilitate the correct payment of tax and NI – name, DOB, NI number, salary records

Statutory requirement

Home Office

To administer visas required for employment of non-UK nationals in line with UK law - Immigration status

Attendance information linked to visa conditions

Statutory requirement

Disclosure and Barring Service (GBG)

To administer clearances required for employment, including those required by law - Job title, personal details (name, date of birth, address history over last 5 years)

Statutory requirement and necessary for contract or entering into a contract

Higher Education Statistics Agency

To facilitate statutory returns to central government - Anonymised data about age, occupation, nature of employment

Statutory requirement

Legitimate interest

External Consultancy firms

To facilitate independent investigations into any employment matters that may arise – contact details, relevant correspondence, evidence

Necessary for a contract

External Training Providers/Tutors

Name, job title – to inform providers who will be attending their course

Necessary for a contract

Black Country LEP

Name, pay and position information.

Legal obligation

Wellcome Trust

Name, discipline/grievance information

Necessary for a contract


Email address, name

Necessary for a contract

Research management system – Elements/Symplectic

To capture academic publications, feed these into the WIRE depository, provide academic profiles and used as the submission system for REF.

Legitimate Interests


We may also share personal details with organisations with enforcement powers such as HMRC or the Police. However, we will only do so if this is required to comply with our legal obligation to disclose information to these bodies. We will only share the minimum amount of personal data with any of the above and will always do so in accordance with the law.



Information regarding retention periods for employment records can be found in the University Retention Schedule.


Your Rights

As an individual, you have a number of rights available to you. To find out more about how you may exercise those rights, for example, The Right of Subject Access: obtaining a copy of your information which we may hold,  or the Right to Rectification: correcting any mistakes or completing the information we hold about you, please see our Data Protection web pages available here or the ICO website for more information.


How to Complain

If you have any queries, concerns or believe that your Personal Data is being handled in a manner which is contrary to statutory requirements, you may wish to contact the University of Wolverhampton’s Data Protection Officer via dataprotection@wlv.ac.uk or complain to the ICO via www.ico.org.uk


Changes to Privacy Notice

We regularly review our privacy notice and will review it at least annually. This privacy notice was last updated on 25 April 2023