Information that we collect and use about you
The University collects and uses the following information in relation to its financial processes and procedures. This includes staff, students, applicants, customers, suppliers, funders, sponsors and other stakeholders engaged with the University’s financial processes and procedures.
Please note that we do not hold all categories of information for all parties, and the list may not be exhaustive.
- Your title, name, postal addresses, email addresses, telephone numbers, signature
- Your financial data including your bank account details and debit or credit card details
- IP address in relation to online payments to the University
- Details in relation to goods or service you provide to the University
- Details of goods or services provided to you by the University
- Information required to determine employment status including national insurance number and Unique Taxpayer Reference.
We collect this information at various points including:
- Staff - information will be collected during the recruitment process and during your employment.
- Students and Applicants - information will be collected during admissions, registration, graduation and during the period of study.
- Other third parties and stakeholders – information will be collected during the supplier and customer set up or update processes, the expense payment process, and refund process.
- Tendering process – information will be shared within the University as appropriate with individuals directly involved in the tendering process. Records of tender submissions may be held on third party websites, e.g. Public Contracts Scotland (PCS), Public Contracts Scotland – Tender (PCS-T).
- Third party websites - information submitted on third party websites e.g. payment websites, may be accessed by the University. Our website may contain links to third party partner websites, if you follow a link to a third-party website, please note these websites have their own privacy policies which you should check prior to submitting your personal data. We do not accept any responsibility or liability for their policies.
Why we process this information, and our lawful basis
We collect and use your information for the purposes of purchasing goods and services and facilitating payment of invoices, expenses and refunds.
We collect and use your information for the purpose of invoicing for the goods and/or services received from the University and collecting outstanding payments due to the University.
There are several lawful bases on which the University routinely processes your personal information. These are:
- To fulfil the University’s contractual relationship with you.
- To comply with our statutory obligations in relation to accounting and other legal requirements such as tax collection and reporting.
- To comply with legal obligations in relation to Public Contracts (Scotland) Regulations.
Disclosing your information
The University shares your personal information in the following ways:
- With our third-party suppliers to facilitate the generation of purchase orders and invoice processing
- With our banking partners to facilitate processing of payments due to you - they will share your details with other banking organisations to complete the payment process
- With nominated debt collection agencies to facilitate the collection of outstanding debt
- With HMRC to fulfil our legal obligations in regards of matters such as vat reporting, employment status, and other statutory returns
- With external funding bodies to fulfil the conditions of grant funding
- With the University’s external and internal auditors to fulfil legal and internal requirements
- With APUC (Advanced Procurement for Universities & College) and/or where there is a legal obligation to do so regarding procurement regulations.
The University also submits high level statistical information to various external bodies, this information does not include personal information.
How long your information is kept
The University retains your information for as long as it is necessary to fulfil the purposes for which it was collected and to satisfy all accounting and other statutory requirements. Examples of legal statutes guiding our data retention requirements include, but are not limited to, The Charities Accounts (Scotland) Regulations 2006, Value Added Tax Act 1994, Income Tax Act 2007 and Corporate Tax Act 2010.