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SECTION 3.14 Data protection continued... POLICIES & PROCEDURES xiii. Sensitive personal data The College may from time to time process “sensitive personal data” relating to staff of the College. “Sensitive personal data” is information as to a data subject’s racial or ethnic origin, political opinions, religious beliefs or beliefs of a similar nature, trade union membership, physical or mental health or condition, sexual life, offences or alleged offences, and information relating to any proceedings for offences committed or allegedly committed by the data subject, including the outcome of those proceedings. Currently, the College envisages the need to process sensitive personal data including data relating to ethnic origin, medical records and criminal records. For example, data relating to the ethnic origin of staff of the College may be processed for the purposes of equal opportunities monitoring or to identify any necessary dietary requirements. Medical records need to be processed for the provision of healthcare and general welfare, to identify any necessary dietary requirements and to assist in meeting the needs of members of the College Community with disabilities. In exceptional circumstances, the College may need to process information regarding criminal convictions or alleged offences in connection, for example, with any disciplinary proceedings or other legal obligations. In other circumstances, where sensitive personal data is to be held or processed, the College will seek the explicit consent of the member of the College Community in question unless one of the limited exemptions provided in the Data Protection Act 1998 applies (such as to perform a legal duty regarding employees or to protect the data subject’s or a third party’s vital interests). Data protection policy 102 S TAFF HANDBOOK In order to comply with the College’s legal obligations under the Data Protection Act 1998, disclosure of this information will not be made unless the Data Protection Officer is satisfied that the disclosure is in accordance with the law and is necessary and proportionate for one of the purposes specified in Article 8.2 to the European Convention on Human Rights. This states that an interference with the right to respect for private life (including use of private information) may be justified only if (inter alia) it is necessary “in the interests of national security, public safety or the economic well-being of the country, for the prevention of disorder or crime, or for the protection of health or morals, or for the protection of the rights and freedoms of others”.
Data protection continued... SECTION 3.14 CCTV POLICIES & PROCEDURES The College operates a number of CCTV cameras in order to assist with security for members of the College Community and in respect of College property. If you have any queries regarding the operation of the CCTV system, please speak to the Domus Bursar. If you wish to access any personal data about you on the CCTV system, you are asked to complete and return an Access to Personal Data form (with the requisite £10 fee) with as much information as possible to enable the data to be located (including, if possible, details of the relevant camera, date and time). Email It is permissible and appropriate for the College to keep records of internal communications which are relevant to an individual’s ongoing relationship with the College, including information concerning performance and conduct issues, provided such records comply with the Data Protection principles. It is recognised that email is used for such communications and that such emails should form part of the College’s records. It goes beyond the scope of this policy document to address the appropriate use of email in the proper functioning of the College, and the limitations and legal implications with this mode of communication. However, all members of the College Community need to be aware that: • the 1998 Act applies to emails which contain personal data about individuals which are sent or received by members of the College Community (other than for their own private purposes as opposed to College purposes); • subject to certain exceptions, individual data subjects will be entitled to make a data subject access request and have access to emails which contain personal data concerning them, provided that the individual data subject can provide sufficient information for the College to locate the personal data in the emails; and • the legislation applies to all emails from and to members of the College Community which are sent and received for College purposes, whether or not the emails are sent through the College email system or on an individual’s own email account. Data protection policy STAFF HANDBOOK 103
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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
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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
Page 74 and 75: SECTION 3.6 POLICIES & PROCEDURES T
Page 76 and 77: SECTION 3.7 POLICIES & PROCEDURES M
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Page 80 and 81: SECTION 3.7 POLICIES & PROCEDURES 4
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
Page 90 and 91: SECTION 3.12 Performance and promot
Page 92 and 93: SECTION 3.14 Data protection POLICI
Page 94 and 95: SECTION 3.14 Data protection contin
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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