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SECTION 3.14 Data protection continued... POLICIES & PROCEDURES Personal data must be kept securely and examples of how this may be done will include: • keeping the data locked in a filing cabinet, drawer or room; or • if the data is computerised, ensuring that the data is password protected or kept only on disk which is itself kept securely; or • any other appropriate security measure. x. Data subjects’ consent Certain types of personal data may be processed for particular purposes without the consent of individual data subjects. However, it is the College’s policy to seek express consent whenever practicable from individual data subjects for the main ways in which the College may hold and process personal data concerning them. This is to allow individuals an opportunity to raise any objections to any intended processing of personal data. The College will consider any such objections but reserves the right to process personal data in order to carry out its functions as permitted by law. Therefore, all prospective Fellows, staff, admissions candidates and students will be asked to sign a consent form regarding particular types of information which the College may in due course hold or process about them. Existing Fellows, staff and students will also be asked to sign a consent form. xi. Right to access personal data Data protection policy 100 S TAFF HANDBOOK Staff, students and other individuals have the right under the 1998 Act to access any personal data that is being held about them either in an “automatically processable form” (mainly computer records) or in a “relevant filing system” (i.e. any set of information structured in such a way that specific information relating to a particular individual is readily accessible) and to request the correction of such data where they are incorrect. An individual who wishes to exercise his or her right of access is asked to complete the College “Access to Personal Data” form which is available from the College Office and give it to the Data Protection Officer.
Data protection continued... SECTION 3.14 Any inaccuracies in data disclosed in this way should be communicated immediately to the Data Protection Officer who shall take appropriate steps to make the necessary amendments. POLICIES & PROCEDURES The College will make a charge of £10 (or such other charge as is permitted from time to time by the Data Protection Act 1998) on each occasion that access is requested and this fee should accompany the Access to Personal Data form. In accordance with the 1998 Act, the College reserves the right to refuse repeated requests where a reasonable period has not elapsed between requests. The College will normally respond to the request for access to personal data within 40 days (including bank holidays and weekends) of the request or payment of the fee, whichever is the later. The provisions of the 1998 Act and individuals’ access rights will not come into effect fully until 23 October 2007. The Freedom of Information Act 2000 gives individuals extended rights of access in certain circumstances to information which is not held on computer or in a relevant filing system. Please contact the Data Protection Officer for further information. xii. Disclosure outside the EEA The College may, from time to time, desire to transfer personal data to countries or territories outside the European Economic Area in accordance with purposes made known to individual data subjects. For example, the names and contact details at the College of members of staff on a website may constitute a transfer of personal data world wide. Accordingly, the consent form signifies an individual’s consent to the inclusion of such data on an authorised College website. If an individual wishes to raise an objection to this disclosure then written notice should be given to the Bursar. Other personal data, even if it would otherwise constitute fair processing, must not, unless certain exemptions apply or protective measures are taken, be disclosed or transferred outside the EEA to a country or territory which does not ensure an adequate level of protection for the rights and freedoms of data subjects. Data protection policy STAFF HANDBOOK 101
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STAFF HANDBOOK DOWNING COLLEGE CAMB
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WELCOME Welcome from Professor Barr
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Contents 3 SECTION 49 PAGE POLICIES
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SECTION 1 ABOUT OUR COLLEGE 1.1 Dow
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V I I VI V I XI I VI SECTION 1.2 AB
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SECTION 1.3 ABOUT OUR COLLEGE Car p
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SECTION 1.3 ABOUT OUR COLLEGE v. Fa
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SECTION 1.3 ABOUT OUR COLLEGE Facil
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SECTION 1.4 Our staff and Fellows S
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SECTION 1.4 The Governing Body and
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SECTION 2 TERMS AND CONDITIONS 2.1
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SECTION 2.2 Holidays Holidays i. Ou
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SECTION 2.3 Sickness TERMS & CONDIT
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SECTION 2.3 Sickness continued... T
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SECTION 2.4 Termination of employme
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SECTION 2.5 Pensions TERMS & CONDIT
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SECTION 2.7 Business expenses TERMS
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SECTION 2.8 Hours of work & flexiti
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SECTION 2.9 Night workers TERMS & C
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SECTION 2.10 Grievance procedure co
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SECTION 2.11 Disciplinary policy: p
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SECTION 2.11 TERMS & CONDITIONS Dis
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SECTION 2.11 Disciplinary policy: p
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SECTION 2.11 TERMS & CONDITIONS Dis
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SECTION 2.12 TERMS & CONDITIONS Cap
Page 52 and 53: SECTION 3 POLICIES & PROCEDURES Pol
Page 54 and 55: SECTION 3.2 Conduct POLICIES & PROC
Page 56 and 57: SECTION 3.3 POLICIES & PROCEDURES H
Page 62 and 63: SECTION 3.4 Smoking POLICIES & PROC
Page 64 and 65: SECTION 3.5 Well-being at work cont
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Page 76 and 77: SECTION 3.7 POLICIES & PROCEDURES M
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Page 82 and 83: SECTION 3.8 Flexible working POLICI
Page 84 and 85: SECTION 3.8 Flexible working contin
Page 86 and 87: SECTION 3.9 POLICIES & PROCEDURES P
Page 88 and 89: SECTION 3.10 POLICIES & PROCEDURES
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Page 92 and 93: SECTION 3.14 Data protection POLICI
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Page 106 and 107: SECTION 3.15 Computer facilities, e
Page 110 and 111: SECTION 3.16 Telephones and mobile
Page 112 and 113: SECTION 3.17 Use of vehicles contin
Page 114 and 115: SECTION 3.19 Retirement procedure P
Page 116 and 117: SECTION 3.20 Redundancy policy POLI
Page 118 and 119: SECTION 3.21 Public interest disclo
Page 122: NOTES 120 S TAFF HANDBOOK
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