Privacy Notice for Visiting Lecturers, External Examiners, Consultants and Teaching Support Payees

How is your information collected?

We collect personal information from you when you complete and submit your:

1. ‘New Payee Set Up Form for Lecturers, Consultants or Teaching Support payees’
2. Fee and expense claim form

What information do we collect from you?

On the New Payee Set Up Form we request you provide the following personal data:

• Your Name and Date of Birth
• Your contact details – address, contact telephone and email address
• Your National Insurance Number
• Your bank or building society details.

We also request special category data including but not restricted to nationality, ethnic origin, disabilities, religious belief, sexual orientation, gender identity, marital status etc. 

We are not able to process payment of fees unless you provide us with your completed set up form, which includes questions that mirror HMRC’s New Starter Checklist Form for PAYE payroll.

HMRC’s Starter Checklist Form collects information needed before your first payday to tell HMRC about you and help Edge Hill University use the correct tax code. 

On fee claim forms we request you confirm your name and national insurance number. This information supports match of your claim form to your Staffing & Payee Information System (Resourcelink) record. 

How do we use your information?

The purpose of these forms is to:

Purpose	Legal Basis
Collect information to set up a record for you on our Staffing & Payee Information System (Resourcelink).	Legal Obligation Contract Legitimate Interest
Facilitate payment to you of fees and taxable and non-taxable expenses submitted and processed on Fee Claim forms.	Legal Obligation Contract Legitimate Interest
To collect contact information to support contact with you about payment, supply you with pay documentation, and send you relevant assignment communications.	Legal Obligations Legitimate interest Consent
Enable collection of data for statutory reporting purposes.	Legitimate Interest Legal Obligation Public Interest
Enable collection of data to facilitate monitoring of Edge Hill University’s Equality, Diversity, and Inclusion commitments and use of visiting lecturers, external examiners, consultants, and teaching support providers.	Legitimate Interest Legal Obligation Public Interest

 

Edge Hill University is committed to a policy of equal opportunity, diversity, and inclusion. One of the important ways in which we can judge the effectiveness of our equality and diversity plans is to monitor the diversity of stakeholders Edge Hill University engage.

Who do we share your information with?

 The University share your data with specific organisations, including:

Organisation/ Group	Purpose of Sharing the Information	Legal Basis
Agents of the University, such as International Payroll Providers	To support international payment, if relevant.	Legitimate Interest Legal Obligation Contract
AON (Insurance broker/ claims support)	To help the Management Accounts team (Finance) ensure the appropriate levels of insurance are in place (e.g. for staff / worker travel) and provide advice and support in the resolution of claims.	Legitimate Interest
Barclays	For ad hoc payments made outside of the payroll run to staff/workers.	Legitimate Interest
BACS	For employees based in the UK, Payroll process your pay via BACS to send your payment to your account.	Legitimate Interest
Edge Hill University departments	To support core University activity we may share name, payroll reference number and engagement dates with other EHU departments. This is to ensure you have appropriate user accounts (e.g., IT login) and access to University services (e.g., the library, etc) whilst engaged with Edge Hill University.  To support payment of staff, pensions administration, and regulatory reporting, HR and Payroll & Pensions. share our core staff information system (Resourcelink). Access is governed by profile accounts which are maintained and regularly reviewed by MI & Systems (based in Payroll & Pensions).  To support University response to freedom of information, statutory and monitoring requests. Please note data is anonymised and supplied in summary format. To support international payment or advance payment of fees/expenses, your information may be shared with Finance. Information supplied are payroll number, name, and bank details.	Legitimate Interest  Legitimate Interest/ Contract/ Legal Obligation Legitimate Interest/ Legal Obligation Legitimate Interest
External and Internal Auditors	To facilitate audit of payroll, University statutory returns and practice (e.g. recruitment, pensions, etc).	Legal obligation Public Interest Official Authority Legitimate Interest
Higher Education Statistics Agency (HESA).	To support the annual staff HESA return. All HE providers in the UK send data about all of their staff to HESA at the end of the academic year.  To find out more information please go to https://www.hesa.ac.uk/about/regulation/data-protection/guidance	Legal Obligation Public interest Official Authority
HMRC	For workers based in the UK, Payroll confirm your National insurance, tax, student loan payments, and statutory payments to the Inland Revenue	Legal Obligation
Isle of Man Government	For visiting lecturers, examiners, consultants or teaching support practitioners based in the Isle of Man, Payroll supply confirmation of NI, tax, student loan payments and statutory payments to Isle of Man.	Legal Obligation
Law enforcement agencies	As per the law.	Legal Obligation Vital Interests of the data subject
Legal Advisers	On rare occasions, and specific to case work where knowing identity is required, Edge Hill may share name and engagement information with the University’s legal advisers.	Legitimate Interest
Other HE Providers (HEP’s)	To obtain staff/worker HESA identifiers from other HEI’s, which are unique to each person working in the HE sector, name, NI and DOB information may be shared. For more information about HESA please refer to HESA in this table.	Legitimate Interest
Reference requests	To support the provision of basic employment references where you have named Edge Hill University as a referee to be contacted.	Legitimate Interest
UK Government/ Local councils	On occasion, the University may receive requests from UK Governmental agencies/ departments, as well as local councils, to facilitate payments. To fulfil requested action the University may be asked to confirm staff identity and provide details of pay deductions. Example agencies include the Department of Work & Pensions (DWP); the Child Support Agency; and Magistrates Court.	Legal Obligation
Zellis	Provider of our cloud hosted payroll and staff information system solution – Zellis HCM Cloud. To facilitate payroll administration for payment of employees.	Legitimate Interest Legal obligation

 

The University will ensure organisations use your data in line with data protection legislation. In many cases the University does not need to seek your consent to share this information when there is a legal or statutory obligation to provide the information. 

In emergency situations the University may share your personal data, including sensitive personal data with organisations /individuals such as a medical professional, the police service. 

How do we keep your information secure?

The University has robust Information Security policies in place to protect your information. All staff in the University have a responsibility to make sure that your data is handled securely. 

The University’s Information Security Policy and Data Protection Policy can be found on the website: 

https://www.edgehill.ac.uk/documents/information-security-policy/ 

https://www.edgehill.ac.uk/documents/data-protection-policy/

How long do we keep your information?

Your Staffing & Payee Information System (Resourcelink) record will remain live for no more than 6 months after your last claim is submitted. Payroll aim to close records where an engagement is advised as single occurrence only within one month of the pay claim being processed. 

Your record and fee claim forms will be kept for a defined retention period and only as long as is necessary. Retention periods may be informed by statutory requirements, for example HMRC Starter Checklist is required to be retained for at least the current and previous 3 tax years. 

The University’s retention schedule can be found on the website. 

Additional Notices and guidance/policies

Your rights

You have the following rights regarding your personal data:

1. To have access to your personal data
2. To have inaccurate or incomplete personal data amended
3. To have your personal data deleted – this will only apply when there is no legitimate reason for the University to continue to use your personal data 
4. To restrict the use of your personal data 
5. To request personal information in a digital form so that you can provide to other organisations
6. To object to automated decision making and profiling 
7. To withdraw consent when we have used consent as the basis for using your information 

The University has a Data Protection Policy to support these rights. This is accessible from the following link: 

https://www.edgehill.ac.uk/documents/data-protection-policy/ 

If you wish to exercise your rights, you are advised to first read these policies as there are some exceptions to using your rights. For example, it is a statutory duty for the University to send some of your information to HESA (the Higher Education Statistics Agency) each year.  In this case you could not apply to restrict this use of your information. 

Any requests to use your rights over your personal data should be made to the Data Protection Officer. 

Concerns and Contact Details

If you have any concerns or complaints about this notice or about the way your personal data is being used, please contact the data protection officer at:

Email:  dataprotection@edgehill.ac.uk, or

Data Protection Officer

Edge Hill University

St Helens Road

Ormskirk

Lancashire

L39 4QP

Edge Hill University is the Data Controller for the personal data that it holds about you. 

If you are not happy with the way the University has handled your concern or complaint then you may submit a complaint to the Information Commissioner’s Office, further details can be found at: 

https://ico.org.uk/concerns/

Changes to this Notice

This Notice has been developed to be compliant with the General Data Protection Regulations (GDPR) and the Data Protection Bill 2017. This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. Updates can be made at any time and the most up to date version will be found at (web link). If we make significant changes, we will contact you to inform you of this. 

Document Title	Privacy Notice for Visiting Lecturers, External Examiners, Consultants and Teaching Support Payees
Document Owner	Human Resources, and Payroll & Pensions
Date of First Publication	February 2022
Last reviewed	April 2025