Privacy notice for External Examiners

Components

This privacy notice explains who we are, how and why we collect and use personal information about you as an External Examiner, what personal data is collected and held about you, our purposes and lawful bases for processing, details of who we share your personal data with, relevant retention periods, and how you can exercise your data subject rights.

Please do read this notice to understand our practices and if you have any questions please contact us using the contact details provided below.

Who we are

Throughout this notice, “University”, “we”, “our” and “us” refer to the Manchester Metropolitan University, an exempt charity under Schedule 2 to the Charities Act 1993 (amended by the Charities Act 2011). The University is the Controller in respect of the personal data held about you as an External Examiner. 

The University is registered as a Controller with the Information Commissioner’s Office (ICO). We manage personal data in accordance with the General Data Protection Regulation (GDPR) and the University’s Data Protection Policy.

The personal data we process

We collect and process certain data about you as an External Examiner; much of this information is collected during your application to the University and as part of your on-going fulfilment of the External Examiner role. This includes:

  • Your name
  • Date of birth
  • Sex
  • Nationality
  • Contact information
  • Qualifications for the role
  • Experience for the role
  • Other personal data submitted as part of your application or CV
  • Payment information: bank account information
  • Details of your main employment; other higher education institutions where you work
  • Equal opportunities monitoring information as collected within the Additional Information Form, should you wish to disclose this information
  • Professional memberships and regulatory body information
  • HMRC starter checklist – collects info on national insurance number, other jobs, pension and student loan information
  • Right to work information
  • The Annual External Examiner Report containing your feedback for the academic year
  • Access information and dietary requirements for any induction or briefing events you attend
  • Record of attendance at Assessment Boards (this applies only to a subset of External Examiners – the Chief External Examiners)
  • Record of consultation on material or non-material amendments

The purposes of the processing

Your information will enable us to:

Use of personal data

Lawful basis

To assess your right to work and suitability to be an External Examiner with the University and to communicate an outcome to you.

Article 6(1)b – contract – processing is necessary in order to take steps at the request of the data subject with a view to entering into an External Examiner contract.

Article 6(1)c – legal obligation – processing is necessary to assess your right to work as per the Immigration, Asylum and Nationality Act 2006.

To administer the fulfilment of the External Examiner role and responsibilities.

Article 6(1)b – contract – processing is necessary for the performance of the External Examiner contract to which the data subject is party. 

To make payment in accordance with HMRC requirements for the provision of External Examiner services.

Article 6(1)b – contract – processing is necessary for the performance of the External Examiner contract to which the data subject is party.

To offer reasonable adjustments whilst attending our inductions, briefings and other External Examiner events. 

Article 6(1)c – legal obligation – processing is necessary to provide reasonable adjustments in accordance with the Equality Act 2010.

To conduct equal opportunities monitoring activities.

Article 6(1)e – public task – processing is necessary to conduct equal opportunity monitoring activities, a task carried out in the public interest.

Data Protection Act 2018, Schedule 1, Part 2, 8 processing is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people.

If you contact us, we may also keep a record of that correspondence.

The recipients or categories of recipients of the personal data

Where We may disclose personal data about you to the following third parties:

  • To our collaborative partners where you are providing External Examiner services to a collaborative programme.
  • To Government Departments and agencies such as the UK Border Agency, and the HM Revenue and Customs, in order to discharge our legal obligations.
  • To our suppliers and data processors who help us to deliver our IT systems and services.

Data retention

Your personal data will only be retained for as long as it is necessary in accordance with the University’s Retention and Disposal Schedule. Specifically, we will retain your External Examiner personal data for:

Record

Retention Period

Non-progressed applications

End of the recruitment period + 1 year.

Progressed applications and on-going External Examiner records.

End of relationship with the University + 1 years.

Records documenting liaison with External Examiners’ annual reports.

Current academic year + 3 years

Accessibility issues and dietary requirements

Conclusion of the event + 3 months.

Your rights in respect of the processing

The GDPR provides data subjects with the following data subject rights:

  • The right to be informed – this privacy notice assists with fulfilling these obligations.
  • The right of access.
  • The right to rectification.
  • The right to erasure.
  • The right to restrict processing
  • The right to data portability
  • The right to object

These rights are explained further within the Data Subject Rights Page.

Please note, that these rights apply in certain circumstances, for example according to the lawful basis utilised by the University. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. Please use the contact information below to exercise these rights.

Contacting us

For questions or concerns about this Privacy Notice, or our use of your personal information, please contact your programme leader or the Academic Assessment Team in the first instance.

Our Data Protection Officer can also be contacted using dataprotection@mmu.ac.uk, by calling 0161 247 3884 or in writing to: Data Protection Officer, Legal Services, All Saints Building, Manchester Metropolitan University, Manchester, M15 6BH.

Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the University Data Protection Officer, prior to contacting the ICO. Please contact: casework@ico.org.uk or telephone: 0303 123 1113. Visit the ICO website for any further contact information.

Updates to this privacy notice

We may update this privacy notice from time to time in response to changing legal, technical or business developments. When we update our privacy notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.