Secretariat privacy notice: Information for Governors

Information you need to know

The Secretariat is part of Liverpool John Moores University. See further information on the institution.

Liverpool John Moores University is the Data Controller.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.

This privacy notice explains how we use your personal information and your rights regarding that information.

For information about how the wider university uses personal data, please see the Privacy notice section of our website.

Information we are collecting

We collect and process personal information about members of LJMU’s Board of Governors to support the university’s governance and statutory obligations. This may include your:

  • name
  • address
  • telephone number
  • email address
  • nationality
  • marital status
  • information about dependants
  • qualifications
  • details relating to your governance role and appointment

It may also include:

  • biographical information, such as your employment background
  • interests relevant to the role
  • a photograph

Where necessary, or where it has been voluntarily provided, we may also process special category personal data. This can include information about your:

  • age
  • disability
  • gender
  • sexual orientation
  • ethnicity
  • religion or belief

Source of the personal data

Most of the personal data we process about Governors is provided directly by the individual themselves, for example, when they are appointed to the Board of Governors.

In some cases, limited information may also be obtained from other internal LJMU sources where this is necessary for governance, administrative, or statutory purposes.

Why we are collecting your data and the legal basis for this

We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

The primary lawful basis for processing Governors’ personal data is Article 6(1)(e) of the UK GDPR (public task), as the university carries out statutory and governance functions in the public interest. This includes activities such as contacting Governors and administering governance processes, providing information about Governors where appropriate, monitoring attendance at meetings and events, maintaining a register of interests, and running and administering elections.

In some limited circumstances, we may also process personal data based on your explicit consent. This may apply, for example, to optional biographical information or certain equality and diversity data.

Where processing is based on consent, you have the right to withdraw that consent at any time by contacting Secretariat at secretariat@ljmu.ac.uk. Withdrawal of consent will not affect any processing carried out under the university’s public task lawful basis.

Who has access to this data

Some information about Governors is made publicly available to support transparency in the university’s governance. This information is published on the LJMU website and includes:

  • your name
  • terms of governance
  • biographical information such as:
    • your employment background
    • limited family information
    • interests relevant to the role
    • photograph

All other personal data is accessible only to relevant university staff where access is necessary for them to carry out their roles. This may include:

  • staff within the Secretariat
  • Legal and Governance Services
  • the Vice-Chancellor’s Office
  • the University Secretary and Legal Counsel

How the university protects your data

We are committed to keeping your personal data safe in line with data protection legislation and our information security and data protection policies.

Personal data processed by the Secretariat is stored in secure electronic systems with access restricted to authorised staff. Where paper records are held, these are stored securely within the Secretariat offices in locked cabinets.

How long the university keeps your data

We retain Governors’ personal data in accordance with the university’s Records Retention Schedule.

In most cases, personal data relating to Governors is kept for six years after the end of a Governor’s term of office, in line with the Limitation Act 1980. Where required, certain information may be retained for longer periods to meet statutory, governance, or archival obligations.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request - this could be in a portable electronic format
  • request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
  • request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing

Where your personal data is processed based on your consent, you also have the right to withdraw that consent at any time.

If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.

If you do not provide data

If you do not provide the information requested, the university may not be able to fulfil its governance and statutory obligations or demonstrate compliance with relevant legal and regulatory requirements.

In some cases, this may affect your ability to be appointed to, or effectively carry out, the role of Governor.

Transfers of data outside the UK

We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country - for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.

Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.

These safeguards might include:

  • model contractual clauses
  • formal data sharing or processing agreements
  • binding corporate rules

In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.

Automated decision-making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the university

You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

How to complain to the Information Commissioner’s Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted using the following details:

  • Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
  • Telephone: 0303 123 1113.
  • Email: contact can be made by accessing the ICO website.