Last updated: 8th June 2022
ABOUT THIS NOTICE
This privacy notice explains how the Institute of Contemporary Performance (“ICMP”, "we", "our", "us") collects, uses, and shares your personal data, specifically your data regarding your employment and contacting for services at ICMP. This privacy notice concerns our processing of personal data of people who interact with ICMP ("you", "your").
ICMP is the data controller of your personal data and is subject to the UK’s General Data Protection Regulation 2021 (UK GDPR 2021).
HOW WE COLLECT YOUR INFORMATION
ICMP collects this information in a variety of ways. For example, data is
- collected through application forms or CVs
- obtained from your passport or other identity documents
- obtained from forms completed by you at the start of or during employment
- collected from correspondence with you, through interviews, meetings or other assessments.
In some cases, ICMP collects personal data about you from third parties, such as references supplied by previous employers, information from employment background check providers and information from criminal records checks permitted by law.
THE TYPES OF INFORMATION WE COLLECT
We will collect the following types of personal data about you:
- personal contact details such as your name, date of birth, title, address, email address;
- the terms and conditions of your employment;
- details of your qualifications and employment history with previous employers and with ICMP;
- information about your remuneration, including entitlement to benefits;
- details of your bank account and national insurance number;
- information about your dependants and emergency contact details;
- information about your nationality and entitlement to work in the UK;
- information about your criminal record (if required for your role);
- details of your working hours, attendance at work, periods of leave taken by you and the reasons for the leave;
- details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
- assessments of your performance and details of training you have participated in.
We will collect the following types of special category personal data about you:
- your gender
- information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments.
- equal opportunities monitoring information.
We will ensure that all personal data you supply is held in accordance with the UK GDPR.
HOW WE USE YOUR INFORMATION
The purposes for which we may use personal data is:
to manage staff recruitment, probation, development, safety, reward, discipline and other functions such as security, equal opportunities and welfare.
- To pay your salary
- To review staff performance
- To assess suitability for promotion
- To monitor absence and sickness records in accordance with HR policy
- To enable staff to undertake their roles
- To publish online staff directories of basic contact details
In some cases, ICMP needs to process data to ensure that it is complying with its legal obligations. For certain positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question.
Some special categories of personal data, such as information about gender, health or medical conditions, is processed to carry out legal obligations (such as those in relation to employees with disabilities and for health and safety purposes).
With your consent this information may also be shared with Occupational Health to ensure that ICMP can help support you with your absence or facilitate your return to work.
Where ICMP processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that the organisation publishes for these purposes is anonymised. Employees are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.
THE LEGAL BASIS FOR PROCESSING YOUR DATA
The legal basis for processing personal data is the employment contract between ICMP and the individual, and where necessary where processing is necessary for compliance with the ICMP’s legal obligations.
Where special category data is processed the legal basis is where it is necessary for the purposes of compliance with ICMP’s legal obligations such as equal opportunities monitoring, and where processing is necessary for the purpose of occupational health, or the assessment of the working capacity of the employee.
HOW WE STORE AND PROTECT YOUR INFORMATION
Your personal information is protected by us in a number of ways.
It is stored on computer systems that have been tested to make sure they are secure, and which are kept up-to-date to protect them from viruses and hacking. Where we share your personal information with other organisations, we only ever do so via secure computer systems or encrypted email.
We store your personal information in the UK only.
Data is stored in a range of different places, including in your personnel file, in ICMP’s HR management systems and in other IT systems (including ICMP’s email system).
Your information used by us can only be seen by staff who have been specifically trained to protect your privacy.
Information may be disclosed to external agencies to which ICMP has obligations such as:
- HM Revenue and Customs (HMRC)
- Office for Students (OfS)
- Higher Education Statistics Agency (HESA)
- ICMP’s pension scheme and administrators
- UK Visas and Immigration (UKVI)
- Disclosure and Barring Service (DBS)
- Office for National Statistics
- Mortgage lender and letting agencies (subject to written consent from staff member)
- UK agencies with duties relating to the prevention and detection of crime, apprehension and prosecution of offender, collection of a tax or duty, or safeguarding national security
- Third party software suppliers
- Accreditation and award bodies, or for equal opportunity initiatives such as Advance HE
HOW LONG YOUR INFORMATION IS KEPT
We retain employee data for 6 years from the end of employment as outlined in ICMP’s Retention Schedule.
Under the UK GDPR you have the following rights:
- to obtain access to, and copies of, the personal data that we hold about you;
- to require that we cease processing your personal data if the processing is causing you damage or distress;
- to require us not to send you marketing communications.
- to require us to correct the personal data we hold about you if it is incorrect;
- to require us to erase your personal data;
- to require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
- to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller;
- to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
If you have any queries about this privacy notice, how we process your personal data or to request access to the personal data that we hold about you, you can contact our Data Protection Officer by email: firstname.lastname@example.org; by telephone: +44 020 8328 0222 or by post: Data Protection Officer, ICMP, 1B Dyne Road, Kilburn, London NW6 7XG.
If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner.
You can find out more about your rights under data protection legislation from the Information Commissioner's Office website available at: www.ico.org.uk.
If you would like more details about how we use and store your personal data, you can view our Data Protection policies on our Policies Page.