1. Introduction

UCL Unitemps (“we” “us”, or “our”) respects your privacy and is committed to protecting your personal data.

Please read this Privacy Notice carefully – it describes why and how we collect and use personal data and provides information about your rights. It applies to personal data provided to us, both by individuals themselves or by third parties and supplements the following wider privacy notice(s):

UCL General privacy notice when you visit UCL’s website

UCL Staff privacy notice

We keep this Privacy Notice under regular review. It was last updated on 17 September 2018.

2. About us

UCL Unitemps is a Franchised Recruitment Operation run by UCL to place workers into temporary vacancies. University College London (UCL) is operating the franchise.

UCL, a company incorporated by Royal Charter (number RC 000631), is the entity that determines how and why your personal data is processed. This means that UCL is the ‘controller’ of your personal data for the purposes of data protection law.

3. Personal data that we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you. This may include:

• Personal data about, for example your name and contact details, including telephone number, email address and postal address
  • Experience, training, qualifications and skills
  • CV, which may include job history and educational history
  • Contact details of referees
  • Other personal data that you may provide to us either directly or via our website
• Special category personal data (this may include details about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, information about your health etc.)
• Criminal convictions data where there is a lawful basis set out in data protection legislation to do so.

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• To process your application for work. We need to process your personal data that you supplied to UCL Unitemps as part of your application for a position. This is to ensure that your application can be considered by the relevant department.
• To help you with your enquiry. Depending on the circumstances, this may include special category personal data.
• To assess your suitability for opportunities and contact you about them. This is to ensure you are aware of work opportunities.
• To arrange payments to you. This is so you can be paid.
• To arrange for references. This will support your application.
• To develop and manage our services. This is to help us manage our service properly.

Where the processing is based on your consent, you have the right to withdraw your consent at any time by contacting us using the details set out below. Please note that this will not affect the lawfulness of processing based on consent before its withdrawal.

5. Who we share your personal data with

Your personal data will be collected and processed by UCL staff and all of the other companies in the Unitemps franchise network in order to provide you with our Recruitment Services. We may have to share your personal data with the parties set out below for the purposes outlined in section 4:

• Unitemps (Warwick University Enterprises Limited), as processor
• Unitemps network of franchise operators
• Other third parties described in the privacy notices set out in 1 above

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

6. Lawful basis for processing

Data Protection Legislation requires that we meet certain conditions before we are allowed to use your data in the manner described in this notice, including having a “lawful basis” for the processing.

Depending on the purpose and exact circumstances, the bases for processing personal data may be as follows:

• Consent. Where you have given us your consent for processing your personal data.
• Contract. The processing is necessary for the performance of a contract or in order to take steps prior to entering into a contract.
• Legal obligation. Where we have to comply with statutory requirements relating to employment.
• Public task. The processing of your personal data may be necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.

For special category personal data or criminal convictions personal data, the following lawful bases for processing may be used:

• Explicit consent. Where you have given us your explicit consent for processing your personal data.
• Employment and social security. The processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection
• Any other lawful bases as set out in data protection legislation.

7. Keeping personal data up-to-date

The Data Protection Laws require us to take reasonable steps to ensure that any personal data we process is accurate and up-to-date. Workers are responsible for informing us of any changes to the personal data that they have supplied during the course of their work with us. Basic personal details can be updated in MyHR.

8. International transfers

We do not transfer your personal data outside the European Economic Area (EEA).

9. Information security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have established procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

10. Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

If you have never worked for us we will delete your personal data from our systems two years from the last date of any activity on your profile. If you have worked for Unitemps we will be required to keep some of your data for longer periods due to statutory requirements, but we will delete your data from our system seven years after your last period of engagement.

We will keep your personal data according to the Records Retention Schedule.

11. Your rights

Under certain circumstances, you may have the following rights under data protection legislation in relation to your personal data:

• Right to request access to your personal data;
• Right to request correction of your personal data;
• Right to request erasure of your personal data;
• Right to object to processing of your personal data;
• Right to request restriction of the processing your personal data;
• Right to request the transfer of your personal data; and
• Right to withdraw consent.

If you wish to exercise any of these rights, please contact the Data Protection Officer.

Contact us

You can contact UCL by telephoning +44 (0)20 7679 2000 or by writing to: University College London, Gower Street, London WC1E 6BT.

Please note that UCL has appointed a Data Protection Officer. If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact our Data Protection Officer using the details set out below:

Data Protection & Freedom of Information Officer data-protection@ucl.ac.uk

12. Complaints

If you wish to complain about our use of personal data, please send an email with the details of your complaint to the Data Protection Officer so that we can look into the issue and respond to you.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) (the UK data protection regulator). For further information on your rights and how to complain to the ICO, please refer to the ICO website.