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:
- Categories of data

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 notes	Personal / 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.
Contracts	Personal	Contracts contain name, address, salary, employee number and job title.
DBS checks	Special category	Copies 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 category	Passports (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 category	Medical data, health information, medical history, and doctor's notes is considered to be sensitive personal data.
Sicknote	Special category	Contains identifiable information such as name and the nature of the condition the employee may have.
Health records	Special category	May 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 data	Personal	Includes bank details, address, name, qualifications, tax codes, pension contributions and national insurance numbers.
Resignation letters	Personal/ special category	May contain identifiable information, such the name of the individual, resignation date and reason for leaving.