Current and former ICR employees
Collecting personal information
If you take up employment with the ICR, we will compile a file relating to your employment. The contained information will be kept secure and only used for purposes directly relevant to your employment. This personal information is processed as part of the contract of employment or in order to comply with legal requirements (e.g. Management of Health & Safety at Work Regulations 1999 or for occupational medicine purposes).
Using personal information
We use ICR employee personal information, which includes information about your health, banking, and work environment, for the purposes of:
- Administering and monitoring personnel record
- Paying and reviewing salary and other remuneration and benefits
- Providing and administering benefits (including, if relevant: pension, life insurance, permanent health insurance and medical insurance).
- Undertaking performance appraisals and reviews
- Maintaining sickness and other absence records
- Taking decisions as to your fitness for work
- Ensuring your health and safety at work
- Providing right to work information
- Improving staff experience using your feedback
Retention of personal information
We retain most personal information for six years following the termination of your employment, at which time we review the information to destroy anything that is no longer required.
We retain basic information about your employment for pension purposes – some of this information is required by Health and Safety Legislation to be stored for up to 40 years.
The ICR only stores and uses information that we believe to be 1. factually correct, 2. relevant to our work and 3. not excessive.
We use data processors to process personal information for the purposes outlined above. These processors are required to only process personal information under our instruction, protect your personal information and respect your legal rights. We only use processors with a contract in place to ensure the protection of personal information and your rights.
Disclosure of information to third parties
The ICR will disclose information about your employment when requested as part of an application you have made to a future employer – this may include information about sickness absences.
We are required to submit anonymised information about employees to the Higher Education Statistical Agency for statutory and statistical purposes. Further information about this data collection is available here.
We are required to submit information about employees to the Office of National Statistics for their surveys (e.g. the Annual Survey of Hours and Earnings). More information about this data collection is available here.
We submit anonymised information about salaries to the Universities and Colleges Employers Association and XpertHR. This information is used by the industry for benchmarking purposes.