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Cambridge Assessment, through its three exam boards, offers various education-related products and services, including materials to support learners and teachers, training services for teachers and assessment specialists, and research work aimed at educators and policy makers. Cambridge Assessment’s address is The Triangle Building, Shaftesbury Road, Cambridge, CB2 8EA.
The information below sets out how Cambridge Assessment uses and stores the personal data collected via SuccessFactors, HR, and your line management. It is important to us that we protect your privacy and your personal data. If you have any questions about such matters you can contact us at firstname.lastname@example.org.
It is important that this notice is read together with any other privacy notice we may provide when we are collecting personal data about you. This notice supplements the other notices and is not intended to override them.
‘Personal information’ means any piece of information which can identify you, i.e. would make it clear to others that the information is about you. It can be a single piece of information, for example, your name. Or it can be separate pieces of information, for example your staff number, gender and grade, which, when combined, would help others to identify you.
We collect and use your personal information for a number of purposes, including, but not limited to;
We also use individual information, including special category data to help us understand the make-up of our staff population. We use it to generate staff reports and to help us to make decisions which will impact our staff.
We may obtain information directly from you, or it may be obtained from organisations such as:
The table below describes the information we hold and what we need it for.
The table below explains the basis we can legally rely on to request and retain information about you. The legal basis which we rely on the most to process your information is described as 'performance of your contract of employment'. This means we need the information to manage your employment with us.
We will only share your data with third parties if you ask us to do so, if we are required to do so by law, or we are contractually obliged to do so.
We will keep your personal data for no longer than is necessary and we do not use profiling or automated decision-making processes. This means that people are involved in every decision about you.
Subject to applicable law, you may have the right to: obtain confirmation that we hold personal data about you, request access to and receive information about the personal data we maintain about you, receive copies of the personal data we maintain about you, update and correct inaccuracies in your personal data, object to the processing of your personal data, and have your personal data blocked, anonymised or deleted, as appropriate. The right to access your personal data may be limited in some circumstances by local law requirements. To exercise these rights, please contact us by emailing email@example.com.
You are also entitled to contact the Information Commissioner’s Office for advice and guidance with regards to this notice.
The information that Cambridge Assessment holds
What the information is needed for
Why the information is processed it i.e. the legal basis
Your name, address, personal e-mail address, telephone number(s)
To send Cambridge Assessment related information to you
To enable Cambridge Assessment to enter into and administer your contract of employment
For the performance of your contract of employment
Documentation confirming your right to work in the UK
To check you are legally entitled to work in the UK
A copy of your offer letter, your contract of employment and any contract amendments
To administer your contract of employment
References (received from a third party)
To support Cambridge Assessment in making appointment or promotion decisions about you
Details of your employment history within Cambridge Assessment, including jobs titles, start and end dates (your original start date and for any subsequent posts with Cambridge and relevant Job Descriptions
Details of your qualifications, skills, experience and employment history, including start and end dates with previous organisations
To keep a record of your employment history
Access Card data, including your name, your photograph and your access to buildings and facilities.
To allow you to access areas of Cambridge Assessment that are not open to the public or only available to specific staff
To allow you to access staff facilities
To confirm your identity and that you are a member of staff
To support the security and management of the estate
Your work pattern, including your agreed days of work, hours worked and overtime
To keep records to process your pay and benefits, such as annual leave
Your annual leave records
To keep records
Bank account details
To pay you
Tax Code and National Insurance Number
To make National Insurance and tax deductions from your salary
Your salary and other payments made to you
Overtime or other allowances paid to you i.e. travel expenses
Your date of birth and age
To determine pension eligibility
Details of your pension scheme membership
To comply with pension auto-enrolment legislation
To comply with legal obligations to provide a work place pension
Details of your current and past pensionable salary and pension contributions, including any Additional Voluntary Contributions
To administer your pension scheme membership
Qualifications and Professional Memberships. where specific qualifications and memberships are a condition of continuing employment
To ensure you continue to hold the necessary certification, qualification or professional memberships
Copy of your Driving Licence or any other driving qualification required
Applies only where driving at/for work and/or a specific license/qualification is necessary for your role.
To ensure you hold the licence(s) necessary to drive
To ensure your health and safety and the safety of others
Information relating to your performance at work, including Annual Review documents and identified training needs
To identity objectives and training needs to ensure you are meeting the requirements of the job
To support your personal and career development aspirations
Your training records
To ensure you have the appropriate skills, knowledge, qualifications and/or professional registrations required for your role, including those that are required by law
Your name, your Cambridge Assessment username and your Cambridge Assessment email address
To allow you to access Cambridge Assessment systems
Details of other paid or unpaid leave such as jury service, sabbatical, etc.
To provide you with the leave and pay you are entitled to
Information and correspondence related to your probation
Information and correspondence relating to any capability and/or disciplinary procedures
To keep a record of discussions and any formal action taken
Information and correspondence relating to any grievance procedures
To keep a record of discussions and outcomes
Information and correspondence relating to a potential or actual redundancy
To make sure the process is fair
For equal opportunities monitoring
To comply with legal obligations
Publicity photographs and/or video/digital images
To promote your work and/or Cambridge Assessment
You gave consent for this. You may withdraw that consent for future use of these images.
Correspondence to and from you
References (provided to a third party such as potential employer, voluntary organisation, etc.)
To maintain a record of the correspondence issued
You gave consent for us to collect this information.
Your last day of employment with Cambridge Assessment and your reason for leaving
To end your contract of employment
To calculate your final salary and benefits
The information Cambridge Assessment holds
What Cambridge Assessment needs it for
Why Cambridge Assessment processes it i.e. the legal basis
Your emergency contact details
(Cambridge Assessment assumes that you have checked with individuals that you may share their contact details)
To allow us to inform your contacts if you take ill or have an accident at work
You gave explicit consent to hold this information on your behalf.
Your marital or civil partnership status
To comply with legal obligations, to enable Cambridge Assessment to carry out its obligation to monitor equal opportunities.
Criminal convictions and offences (including alleged offences) as detailed in a criminal record check Applies only to roles where a criminal record check is a condition of employment
To help us employ the right people for certain types of work, for example working with children/ protected adults or safeguarding our estate and intellectual property
Cambridge Assessment’s legitimate interests
(Specific condition: To enable Cambridge Assessment to carry out its legal obligations)
Information and correspondence about flexible working applications
For the performance of your contract of employment (Specific condition: To allow you to make a statutory request)
Information and correspondence about maternity leave, adoption/surrogacy leave, paternity leave, parental leave, shared parental leave, time off for dependants
To keep records.
To provide you with Cambridge Assessment and Statutory Leave and/or Pay you are entitled to under the relevant policy
For the performance of your contract of employment (Specific condition: To allow you to make use of a statutory entitlement)
Details of any salary sacrifice schemes in which you have volunteered to participate i.e. cycle to work, childcare vouchers
To make the necessary salary sacrifice and payroll arrangements
To liaise with scheme administrators
For the performance of your contract of employment (Specific condition: To allow Cambridge Assessment can carry out its obligations relating to income tax)
Information about pregnancy, including risk assessments
To take the necessary actions to ensure the health and safety of you and your unborn child
For the performance of your contract of employment (Specific condition: For the purposes of assessing the working capacity of the pregnant/returning member of staff and to prevent injury or illness)
Details of Sick Leave and Pay, including Cambridge Assessment and Statutory Sick Pay
To keep accurate records
To provide you with Cambridge Assessment and Statutory Sick Pay you are entitled to
For the performance of your contract of employment (Specific condition: To enable Cambridge Assessment to carry out its obligations relating to Statutory Sick Pay)
Information about any medical or health conditions you may have
To support you at work
To manage your attendance, if you are not able to come to work
For the performance of your contract of employment (Specific condition: To allow Cambridge Assessment to assess your working capacity)
Your disability status
To make any reasonable adjustments that are needed to support you at work
(Specific condition: To enable Cambridge Assessment to carry out its obligation to monitor equal opportunities)
Information on gender reassignment and data which has the potential to indicate your race, ethnic origin, religion or religious beliefs or sexual orientation
Trade union subscriptions
Applies only if you choose to pay by salary deductions
To make subscription deductions from your salary and pay these to your trade union
You gave consent
(Specific condition: You gave explicit consent)
Details of trade union office holders
To provide facility time in line with legal requirements
(Specific condition: Your official trade union responsibilities are commonly known)
Details of industrial action taken, including strike information
To make the necessary salary deductions
For the performance of your contract of employment (Specific condition: To enable Cambridge Assessment to carry out its rights to make salary deductions)