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Data security

As a University, we are obliged to collect and maintain certain data about all of our staff. Some of this data is both personal and sensitive.



It's really important that you check the information we hold about you is correct, current and complete. You can do this through iTrent Employee Self Service (ESS).

The security of your confidential information is paramount to Manager Self Service. The system has been designed so that each line manager can only view information about their own staff. Line managers are not able to access specific sensitive information such as your bank details, payslip information or any equality monitoring information such as religion and belief.


You will only be able to access Manager Self Service (MSS) once you have completed the registration process, which will remind you of your responsibilities under the University's Data Protection policy and IT Acceptable Use Policy. If you don't already have it, access will need to be requested by your manager.

There is a critical responsibility for all line managers to handle their staff's confidential information as provided by MSS (and all other sources) appropriately at all times.

All the information that you can access on your staff on MSS is confidential and must be kept confidential and managed in line with the Data Protection Act at all times. Any information you access from the system should only be used for a legitimate work purpose. For example, emergency contact information should only be used in genuine emergency situations.

You must follow the IT Acceptable Use Policy at all times, making sure that you keep your password confidential.

Any breach of these requirements and responsibilities is potentially serious, will be investigated and could result in disciplinary action being taken, up to and including dismissal.

Personal data held by HR and Payroll

All personal information for staff will be held securely and confidentially on iTrent in line with the Data Protection Act. We will only process personal data in accordance with our registration under the Data Protection Act.

As a University, we are obliged under Inland Revenue requirements to retain information on your home and residential address. We also need to maintain other contact details such as home and mobile telephone numbers and next of kin details so we can contact you or your next of kin where this is required in an emergency.

The University has a duty under the Equality Act (2010) to monitor and review practice within the organisation to ensure fair treatment in employment practices. The Act has introduced what is now called protected characteristics (such as age, disability, race, religion or belief, sex and sexual orientation). We are only able to monitor against these characteristics if we have this information about our staff.

For this reason, we ask staff to update their information, which will only be used for anonymised, high-level reporting, and never at an individual level. Please check that your personal information on iTrent is correct and update it if it is inaccurate or not completed. This includes the fields for the protected characteristics of religion or belief and sexual orientation. Within each characteristic, you have the option to indicate if you would prefer not to provide this information.

Managers will not be able to view information on the protected characteristics of their staff on iTrent.


If you have any questions, please contact us.

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