Employee Privacy Policy

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 data.protection@cambridgeassessment.org.uk.

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.

What personal data do we collect?

We collect and use your personal information for a number of purposes, including, but not limited to;

  • Ensuring your salary is paid
  • Making payments to third parties on your behalf, such as pensions contributions and child care vouchers and,
  • Supporting you through your employment with Cambridge Assessment.

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:

  • HM Revenue and Customs,
  • UK Visas and Immigration,
  • Disclosure and Barring Service,
  • Our pension scheme administrator,
  • Driver Vehicle Licensing Agency,
  • Your trade union.

The table below describes the information we hold and what we need it for.

How do we use your personal data?

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.

Retention

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.

Your rights

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 data.protection@cambridgeassessment.org.uk.

You are also entitled to contact the Information Commissioner’s Office for advice and guidance with regards to this notice.

Changes to this Policy

We may make changes to this Privacy Policy and will let you know about these changes by displaying them on this website. Changes will begin to have effect at the time they are displayed. The version of the Privacy Policy that will apply to you is the one which is current at the time we contact you.


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

For the performance of your contract of employment

A copy of your offer letter, your contract of employment and any contract amendments

To administer your contract of employment

For the performance of your contract of employment

References (received from a third party)

To support Cambridge Assessment in making appointment or promotion decisions about you

For the performance of your contract of employment

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

To administer your contract of employment

For the performance of your contract of employment

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

For the performance of your contract of employment

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

For the performance of your contract of employment

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

For the performance of your contract of employment

Your annual leave records

To keep records

For the performance of your contract of employment

Bank account details

To administer your contract of employment

To pay you

For the performance of your contract of employment

Tax Code and National Insurance Number

To make National Insurance and tax deductions from your salary

For the performance of your contract of employment

Your salary and other payments made to you

To pay you

For the performance of your contract of employment

Overtime or other allowances paid to you i.e. travel expenses

To pay you

For the performance of your contract of employment

Your date of birth and age

To determine pension eligibility

For the performance of your contract of employment

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

For the performance of your contract of employment

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

For the performance of your contract of employment

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

For the performance of your contract of employment

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

For the performance of your contract of employment

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

To support your personal and career development aspirations

For the performance of your contract of employment

Your name, your Cambridge Assessment username and your Cambridge Assessment email address

To allow you to access Cambridge Assessment systems

For the performance of your contract of employment

Details of other paid or unpaid leave such as jury service, sabbatical, etc.

To keep records

To provide you with the leave and pay you are entitled to

For the performance of your contract of employment

Information and correspondence related to your probation

To keep records

For the performance of your contract of employment

Information and correspondence relating to any capability and/or disciplinary procedures

To keep a record of discussions and any formal action taken

For the performance of your contract of employment

Information and correspondence relating to any grievance procedures

To keep a record of discussions and outcomes

For the performance of your contract of employment

Information and correspondence relating to a potential or actual redundancy

To keep a record of discussions and outcomes

To make sure the process is fair

For the performance of your contract of employment

Gender

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

To keep records

For the performance of your contract of employment

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

For the performance of your contract of employment

Cambridge Assessment must have both a legal basis and a specific condition to process “special category” personal information.

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 keep records

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

For the performance of your contract of employment

Cambridge Assessment’s legitimate interests

(Specific condition: To enable Cambridge Assessment to carry out its legal obligations)

Information and correspondence about flexible working applications

To keep records

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

For equal opportunities monitoring

To comply with legal obligations

(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

For equal opportunities monitoring

To comply with legal obligations

(Specific condition: To enable Cambridge Assessment to carry out its obligation to monitor equal opportunities)

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

To comply with legal obligations

(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)