Liverpool Business School WAM System privacy notice

Information you need to know

The Liverpool Business School (LBS) is part of Liverpool John Moores University. See further information on the institution.

Liverpool John Moores University is the Data Controller.

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 will always use your data as set out in the principles of the General Data Protection Regulation (GDPR) and all current Data Protection Legislation. 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 we are collecting

We collect personal data about our staff and the staff of our collaborative partners. We may record data about staff such as name, gender, work email address, university profile address, intellectual contributions (such as journal articles written, conference presentations etc), academic allocated work hours (such as modules and programmes taught, hours allocated to research and other support activities) and other data required for accreditation of various industry standards bodies such as the Association to Advance Collegiate Schools of Business (AACSB). Accreditation data may include staff allocated discipline and specialism categories, details about academic qualifications, AACSB qualification and the basis for its determination.

Why we collect your data and 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.

LBS collect and process this data for two fundamental reasons: in the case of LBS academic staff, to record the allocation of work in support of staffing decisions and for both collaborative partner and LBS staff, to support our submissions for accreditation to various business school standards such as AACSB. The lawful basis for processing is Public Task under Article 6(1)(e).

Who has access to your data

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

Your data may be shared with the following relevant staff:

  • LBS Line Managers
  • Faculty Administrative Support (Professional Services)
  • AACSB Support Staff

We may also share your date with the following external parties:

  • Business School Standard Accreditors, for example AACSB (Mentors and Auditors)

How the university protects 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.

All personal data held by LBS associated with the WAM system is held in secure electronic systems. The data is stored in the university’s SharePoint lists - handled in line with the university’s Information Security Policy. Access to this data is restricted to assigned members (access is controlled both by the University Systems Log-in process and specific access control for the WAM system (User ID and Password).

How long the university keeps your data

We hold the personal data in accordance with our Records Retention Schedule usually for two years beyond the date employment with LJMU or a collaborative partner staff member.

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

If you do not provide data

We are unable to respond to your request if you do not provide us with sufficient contact details. If you would like to seek access to your own records then for security reasons we will not be able to disclose this to you without verification of your identity.

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. However, we may need to determine and allocate you to various categories used by various standards bodies such as AACSB. For example, we categorise your faculty qualification based upon your terminal degree, intellectual contributions and work allocation.

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:

Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.

Telephone: 0303 123 1113.

Email: contact can be made by accessing the ICO website.