This privacy notice is for individuals completing their right to work check using TrustID, the University’s chosen Identity Service Provider (IDSP). It sets out the ways in which the University of York gathers, uses, stores and shares your data.
Personal data including:
Special category data including:
The university is required to complete right to work checks on all new employees. The use of IDVT allows us to collect, process and store this data, complying with Government legislation surrounding these pre-employment checks.
Typically, data will be processed:
The University may process your personal data (including special category data) for the following purposes:
The University may share your data with:
The University may also disclose your data to other third parties not listed above on a case-by-case basis. Disclosures will be made in full accordance with the data protection legislation and only where necessary. Consent will be sought from you where appropriate and you will be told about such disclosures unless exceptional circumstances apply.
The University takes information security extremely seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. Further information can be found on our IT security website.
The University will retain your data in line with legal requirements or where there is a business need. Retention timeframes will be determined in line with the University’s Records Retention Schedule.
Under the UK GDPR, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent. To exercise these rights, please contact hr-enquiries@york.ac.uk. For all other requests, visit the individuals’ rights web pages.
If you have any questions about this privacy notice or concerns about how your data is being processed, please contact the University’s Data Protection Officer at dataprotection@york.ac.uk.
If you are unhappy with the way in which the University has handled your personal data, you have a right to complain to the Information Commissioner’s Office. Information on reporting a concern to the Information Commissioner’s Office.