This page gives working examples to help you understand what personal data is.
- 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:
The table shows how and why data is classified according to the different categories.
Examples of UCL data
Category of data
Contains identifiable information: name, date of birth and address.
|Interview notes||Personal / special category:|
Depends on the CV, but if it contains data that reveals a person's political persuasion for example then it should be treated as special category personal data.
|Contracts||Personal||Contracts contain name, address, salary and employee number.|
|DBS checks||Special category||Copies of the individuals' passport, driver’s licence and other supporting documents (e.g. bank statement, utility bill etc). Departments should NOT be copying or saving the certificate.|
|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, DOB and possibly biometric information .|
Occupation health referral
|Special category||Medical data is considered to be sensitive personal data so it is listed as special category data.|
|Sicknote||Special category||Contains identifiable information such as name and the nature of the condition the employee may have.|
|Health records||Special category|
|Changes to appointment|
Personal / special category
Data added to request forms contain identifiable data such as name, address, DoB (and salary).
Special category: one-off payment forms (e.g. Form 7 payments) require bank details for payments for work done.
|Payroll data||Personal||Data, such as P45, new starter declarations, staff registration forms (contain bank details, address, name, qualifications) and national insurance numbers.|
|Resignation letters||Personal/ special category||Resignation letters don’t necessarily contain any identifiable information, they tend to contain when the employee is intending to leave. |
The leavers' forms contain identifiable data such as the name of the individual.