External Speakers Privacy Notice

Information you need to know

Liverpool John Moores University is the Data Controller. See further information on the institution.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk

LJMU takes your privacy very seriously. This privacy notice explains how we use your personal information and your rights regarding that information. We are committed to being transparent about how we collect and use your data and to meeting our data protection obligations.

For information about how the wider university uses personal data please see the Privacy Notice section of our website.

What information are we collecting?

The School you are working for will collect your contact details for arraigning appearances/work. In some cases, they may also need to collect details of your travel and any appropriate catering preferences.

Where required, our Human Resources and Finance Team will collect and process details for the purpose of any contracted work, payment of expenses and where necessary to check you have the right to work in the UK. Please follow the links in the text above to see more details in their privacy notices of how they may use your data.

In some case, schools may ask external speakers to complete a demographic survey for the purpose of equality monitoring. Where this is done, your identity will not be recorded, any answers will be anonymous data for reporting and analysis use only.

Why are we collecting your data and what is the legal basis for this?

LJMU will collect personal data from you for several reasons, and will at all times do so in compliance with the principles of the GDPR, and for one of the legal basis set out in Article 6 of the Regulation.

For details of how our Human Resources department uses personal data please see their privacy notice.

Sometimes we will use your data on the basis of our legitimate interests. Where we do this we will only do so because we believe our interests are not overridden by any harm to your data protection rights. In other cases we may feel it is appropriate to only use your personal data with your full consent. Where we do this you will be given full details of what you are consenting to and how you can withdraw that consent.

If we process special categories of personal data, such as those relating to your ethnicity, religious beliefs, trade union membership, sexual orientation, or gender identity, we will obtain your explicit consent unless this is not required by law or the information is required to protect your health in an emergency (GDPR Article 6 (d)). Article 9 of the GDPR sets out some of the other reasons we are able to use your special category personal data. If we asked for your consent to process a special category of personal data, then we would explain the reasons for the request. You do not have to consent to such use, and you have the right to withdraw your consent at any time, by contacting the Data Protection Officer.

If however, special category personal data has been provided voluntarily on an anonymous basis, then you can not object to its later use in reporting as it will not be possible to validate which individual the data belongs to. In such cases the data will have been collected because it is on legitimate interests to do so, and for the purpose of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified in relation to that category.

Who has access to this data?

Your personal data will be used only by relevant LJMU staff where the data is necessary for them to undertake their designated role.

Examples of relevant staff may include:

• Human Resources
• Finance
• Academic Management
• School Administration Staff
• Equality Diversity and Inclusion (EDI) Committees within academic schools/departments

Examples of external parties we may lawfully share information with include:

• Providers of software we use
• Event organisers

How does the university protect your data?

The University takes Data Protection very seriously and at all times your personal data will be handled in line with the University’s Information Security Policy.

For how long does the university keep your data?

Your data will be held by different teams for different lengths of time, but always in accordance with our records retention schedule, relevant legislation, and guidance from the National Archives. Anonymous equality, inclusion and diversity data held for reporting and analysis purposes will remain part of the data set for as long as it is needed.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request, this could be in a portable electronic format
• require the university to change incorrect or incomplete data if you think that it is inaccurate or out of date
• require the university to delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing

If your personal data has been provided by consent, you have a right to withdraw that consent at any time.

If you would like to exercise any of these rights, please contact the Data Protection Officer at dpo@ljmu.ac.uk.

What if you do not provide data?

In some cases it may not be possible for LJMU to provide you with accessibility support and pay any agreed expenses if personal data is not provided at the time of arranging your appearance.

Where information is requested by LJMU staff for the purpose of Equality, Diversity and Inclusivity monitoring this information is supplied on a completely voluntary and anonymous basis and your decision whether to supply this data or not will have no impact on our work with you.

Transfers of data outside the UK

Generally, we do not send your personal data outside the UK. However, in some specific cases we may transfer the personal data we collect to countries outside the UK in order to perform our contract with you/or a contract with another organisation that requires your personal data i.e. a collaboration agreement with a university based outside of the UK. Where we do this, we will ensure that your personal information is protected by way of an ‘adequacy regulation’ with the UK or by putting alternative appropriate measures in place to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the UK laws on data protection, for example model contractual clauses, data sharing/data processing agreement and binding corporate rules (where applicable).

Automated decision making

We will not make any decisions about you automatically using a computer, based on your personal data. All decisions affecting you will be taken by a human.

How to complain to the Information Commissioner’s Office?

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted:

By post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
By phone: 0303 123 1113.
By email: contact can be made by accessing www.ico.org.uk.