Staff Privacy Policy

REI Strategic Projects – Privacy Notice for staff data processed for ERDF projects

Purpose for processing personal data

REI Strategic Projects work with various funding partners to deliver funded projects, including European Regional Development Funds (ERDF) projects.

For the purpose of ERDF projects we process staff data for the following 3 main reasons:

Reason for processing
Category and source of personal data
1.
To  evidence an individual’s employment and nature of employment for funded  programmes
To evidence actual expenditure on funded programmes
Names
Salary and on costs from Finance/Payroll
Proof of payments made from Finance/Payroll
Job description and contract from the individual staff member or HR 
To create budgets for funded programmes
Identify staff working on any given project
2.
3.
4.

Under the terms of our funding agreements we must evidence our use of the funds received, maintain auditable records and enable the monitoring and evaluation of projects by the ERDF programme.

Evidence of expenditure is provided to the Greater London Authority’s European Programmes Management Unit either in response to spot checks, or during a full audit where evidence is viewed on site.

Lawful basis for the processing

The lawful basis for the processing is performance of a task carried out in the public interest based on Article 6 (1) (e) of the EU General Data Protection Regulation (GDPR).

This is because the Ministry of Housing, Communities and Local Government as the managing authority for the programme is required under the EU Common Provisions Regulations (CPR) and Article 6 of the ERDF Regulation to monitor and evaluate ERDF funded activities and to ensure compliance.

Recipients of the personal data

LSBU will share personal data outlined in this privacy notice and processed for ERDF projects as follows:

Internal
Details of salary and on costs, proof of payments, job descriptions, contracts will only be available to the project manager and coordinator of a given project.
External
Greater London Authority, European Programmes Management Unit (EPMU), who may in turn share data with the:

o Ministry of Housing, Communities & Local Government ERDF Managing Authority and national evaluators, and
o European Commission.

Retention period and storage

The REI Strategic Projects team will retain the personal data outlined in this privacy notice for the duration of any given project and 2 years after the closure date of that project, unless there is a legitimate need to do so. Personal data processed by the REI Strategic Projects team will be stored securely on our network and only accessed by those who have appropriate permission to access it. Personal data shared during spot checks will be sent using secure encryption. Personal data shared during full audits at LSBU will be in physical format and kept securely in locked storage.

Your data protection rights

Under data protection legislation you have a number of rights as a data subject, including the right to access data held about you and to request correction of that data. Once the data is no longer needed, you have the right to request its deletion.

In particular in relation to processing outlined in this privacy notice, you have the right to object to the processing of your personal data unless LSBU can demonstrate compelling grounds for the processing. You may request that we restrict our processing of your data while we consider your objection.  

Further information

Further information on how LSBU processes personal data, including your rights as a data subject can be found at https://our.lsbu.ac.uk/article/LSBU-and-You/employee-records-and-data-protection.

The ERDF privacy notice can be found on the Ministry of Housing, Communities and Local Government website at https://www.gov.uk/government/publications/european-regional-development-fund-privacy-notice/european-regional-development-fund-privacy-notice.

For more information about how your data is processed please contact daisy.chatterton@lsbu.ac.uk or the Data Protection and Information Compliance Officer at dpa@lsbu.ac.uk.

You also have the right to complain to the Information Commissioner: https://ico.org.uk/make-a-complaint/.

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