I work for SUNI
What information do you hold about me?
On being offered a post with SUNI, we will contact your referees, as well as asking you to undergo Access NI enhanced checking where this is appropriate to your role. Your Access NI case ID number and date of certificate issue will be recorded in a password–protected file on our secure, encrypted server. We will also retain copies of the documents you show us for Access NI ID checking in line with Access NI regulations. NB Not having a ‘no trace’ Access NI certificate does not necessarily bar you from the post – where an Access NI certificate does not come back with ‘No trace’ each case will be considered on an individual basis by the lead signatory and the GD.
Your application form for the post (see “I’m applying for a post with SUNI”) will be held in your personnel file. Comments from your referees will also be recorded and filed here, along with your job description, signed contract, Statement of Ethos of SUNI and agreement to the Aims, Beliefs and Working Principles of SU.
Over the course of your time with SUNI, your personnel file will also contain copies of your annual appraisal. Any relevant letters or documentation relating to disciplinary proceedings, illness, injury at work, maternity leave etc. will be on record here also.
The finance department will hold your bank account details, tax code and NI number for payroll purposes. These will be shared with our bank (the Ulster Bank), pension provider (Scottish Widows) and HMRC as appropriate. Your details would also be shared with the bank if you are a signatory on any SUNI account.
Your line manager will keep your monthly reports. Annual leave information, self–certified sickness forms, doctor’s forms and any entries you make in the accident book are held by the PA.
Extra information may be held about the General Director, who serves as company secretary: please see the information in the Trustees’ section relating to Companies House and the Charity Commission NI.
Why do you need this information?
Comments from referees and information relating to the Access NI process may be necessary to ensure your suitability for the role. Other information is necessary for employment, tax, legal and payroll purposes and in order to run the staff team and the organisation effectively.
Who do you share my information with and how is it kept secure?
Personnel files are held in a locked filing cabinet which can only be accessed by the GD. Access NI information is only accessible to our Access NI signatories. Copies of documents used for Access NI ID checking are kept in a locked cabinet until they are shredded. Your contact details can be accessed via Contacts on the server by passworded staff and interns. Your details will also be held on our central FileMaker database on our secure, encrypted server and may be shared with volunteers, committee members, partner organisations etc as necessary to fulfil your role. Your line manager will file your monthly reports on their encrypted laptop and they will be transferred bi–annually to the GD’s locked area on the encrypted server. Payroll information is securely held on our encrypted server using Sage. Physical files are kept in our Finance Office, which has no unsupervised public access.
For more information on the Ulster Bank, Scottish Widows, Access NI, Filemaker, Sage, SagePay, HMRC, Companies House, the Charity Commission NI and Mailchimp see our Third Parties section)
For how long do you retain my data?
Your data will be retained in line with legal requirements and in accordance with our data retention policy. In general we hold employee personnel files throughout a person’s employment with SUNI and then for at least a year after they leave. Access NI records are retained for at least 50 years in line with insurance requirements. Financial records must be held for at least 6 years.