Applicant and Employee Privacy Notice

Last updated 30th October 2020



Greenwich Students' Union (SU) is the representative body of the students at the University of Greenwich. Our services and activities are also accessible by Union and University staff, and members of the general public. As part of our work, we collect and use data about people who access our activities, services and/or premises to ensure that we can offer the appropriate range of activities, services, support and experiences.


How we collect data about Employees

When you apply for a job with us, we will collect data via an application form, or your submission of our CV to us with a personal statement. We also issue an Equal Opportunities form to collect information for monitoring activities.

When you become an Employee, we will collect data via a New Starter form, your employment contract and references of employment that we collect from your previous employers. Your previous employers’ Privacy Policy will provide you with information on how they will process your data.


What data do we get?

Students’ Union is a data controller in terms of the relevant and up to date Data Protection legislation. We maintain information about you (your personal data) in paper and electronic form, which is kept in Human Resources.

The data we will collect includes and is not limited to:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
  • Date of birth
  • Gender
  • Next of kin and emergency contact information
  • National Insurance number
  • Bank account details, payroll records and tax status information
  • Salary, annual leave, pension and benefits information
  • Start date
  • Location of employment or workplace
  • Copy of driving licence – for relevant staff
  • Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
  • Employment records (including job titles, work history, working hours, training records and professional memberships)
  • Performance information
  • Disciplinary and grievance information
  • CCTV footage and other information obtained through electronic means such as swipecard records
  • Information about your use of our information and communications systems
  • Photographs
  • Information about your race or ethnicity, disability (if applicable), religious beliefs, sexual orientation
  • Information about your health, including any medical condition, health and sickness records
  • Information about criminal convictions and offences


If you decide to leave Students’ Union’s employment, your personnel file is audited for relevant data and kept for six years from the date you leave. After this, some information is kept in a staff archive and if you were a member of a pension scheme, some information will be kept longer to allow payment of a pension.

To see our full data retention schedule for data we collect across the organisation, read the Data Map on our website at


What do we do with this data?

As an applicant and/or interviewee, we will relevant information during our recruitment process to shortlisting, arranging interviews, and contact you throughout the recruitment process. PLEASE NOTE: during shortlisting, applications/CVs are anonymised – personal information (name, date of birth, address, telephone number, email address, and ethnicity) is not shared with the shortlisting panel.

As an employee:

  • We will use this information to administer payroll, pensions, training and appraisal, monitor equal opportunities and diversity and manage your access to various services such as IT and Premises.  We are legally obliged to collect, retain and disclose certain information about you. Some personal data about you is analysed once a year to enable the Students’ Union to assess our commitments under our Equality and Diversity policy.  The data is in an anonymised form (so you cannot be identified from it).
  • For Overseas Employees with Tier 2 or Tier 5 visas, as required by UK government legislation we will report on your attendance at Students’ Union to UK Visas and Immigration.
  • Sometimes we will pass information about you to third parties, where the law allows it (e.g. HMRC). For example, we'd confirm the dates and nature of your employment here to a prospective employer. We do not give or sell your information to other organisations.


If you have any queries, please visit the Privacy section of our website, or contact, and our Data Protection Officer will respond.

If you have any queries about the University and their data processing and collection, please contact their Data Protection Officer and University Secretary at