Estates & Facilities Data Protection & GDPR

INTRODUCTION

The UK Data Protection Act, came into force in 2018.

This includes responsibilities regarding person identifying information (PII) and the way that this is collected, stored and used.

All staff within Estates & Facilities that handle or use PII have to demonstrate that they are transparent in explaining each of these uses to people; to provide choices about these where appropriate to do so; to keep it securely; to only collect and retain the minimum amount of PII necessary to carry out their functions and to only retain it for as long as required.

All staff within Estates & Facilities must complete the mandatory training as directed by the University, unless they are working in a front line role, where alternative training and awareness material is made available.

Staff in front line roles that do not normally use or handle information need to be briefed and updated on Data Protection by their line manager, on any specific responsibilities they may have during the course of their daily work.

WHAT DOES THIS MEAN FOR ESTATES & FACILITIES STAFF?

Here are some of the things you need to do:

  • Mandatory Data Protection training

All staff are expected to undertake mandatory Data Protection training every two years – this is a condition of access to University IT systems

  • Report any data protection breaches straight away

You are also responsible for reporting any incidents to the University where personal data may have been compromised.

  • Good housekeeping

You and your manager must ensure that there are appropriate measures in place to protect data and ensure it is used and managed in accordance with the legislation – this includes good housekeeping and security around the use of data.

  • Delete obsolete or duplicate emails, paper or electronic files containing PII

Everyone is responsible for the University data (information) files or documents they store either on their computer, email or as a physical copy in their offices, labs or even at home.