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.
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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. |