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Data Protection

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Recognising Personal Data

This page gives working examples to help you understand what personal data is.

Background information

  • Understand personal data at UCL
  • Personal data is categorised according to the level of sensitivity with which it is to be handled.  Understand the different categories of data so you can know how to handle it responsibly:

Examples of data

The table shows how and why data is classified according to the different categories.

Examples of UCL data

Category of data 

Comments

CV

 

Personal

Contains identifiable information: name, date of birth and address, email address and telephone number. 

 

Interview notesPersonal / special category: 

Depends on the context; if it reveals name, job title it should be treated as personal data, political views or health information then it should be treated as special category personal data.   

ContractsPersonalContracts contain name, address, salary, employee number and job title.
DBS checksSpecial categoryCopies of the individuals' passport, driver’s licence, bank statement, and other supporting documents (e.g. bank statement, utility bill etc). Departments should NOT be copying or saving the certificate. 
Passports

 

Personal / special categoryPassports (and visas in some circumstances) are required to be signed and verified by the departmental or line manager and sent to HR securely. Contains identifiable data such as name, address, data of birth, passport number, and biometric idata (fingrer prints).  

Occupation health referral

Special categoryMedical data, health information, medical history, and doctor's notes is considered to be sensitive personal data.  
SicknoteSpecial categoryContains identifiable information such as name and the nature of the condition the employee may have. 
Health recordsSpecial categoryMay contain sensitive information about an individual's physical, mental health, medical history, or treatment records. 
Changes to appointment

Personal / special category

Data added to request forms contain identifiable data such as name, address, DoB (and salary).

Special category: bank details for one-off payments, details about disabilities, or medical conditions that require workplace accommodations.  

Payroll dataPersonalIncludes bank details, address, name, qualifications, tax codes, pension contributions and national insurance numbers. 
Resignation lettersPersonal/ special categoryMay contain identifiable information, such the name of the individual, resignation date and reason for leaving.