External Speakers privacy notice
Information you need to know
Liverpool John Moores University is the Data Controller. See further information on the institution.
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
The School you are working for will collect your contact details for arranging appearances or work. In some cases, they may also need to collect details of your travel and any appropriate catering preferences.
Where required, our Human Resources and Finance Team will collect and process details for the purpose of any contracted work, payment of expenses and, where necessary, to check you have the right to work in the UK. Please follow the links in the text above to see more details in their privacy notices of how they may use your data.
In some cases, schools may ask external speakers to complete a demographic survey for the purpose of equality monitoring. Where this is done, your identity will not be recorded, any answers will be anonymous data for reporting and analysis use only.
Source of the personal data
We only use the personal data you give us. We do not collect it from anywhere else.
Why we are collecting your data and the legal basis for this
LJMU processes personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.
For details of how our Human Resources department uses personal data please see their privacy notice.
Sometimes we will use your data on the basis of our legitimate interests. Where we do this, we will only do so because we believe our interests are not overridden by any harm to your data protection rights. In other cases, we may feel it is appropriate to only use your personal data with your full consent. Where we do this, you will be given full details of what you are consenting to and how you can withdraw that consent.
If we process special category personal data, such as information relating to your ethnicity, religious beliefs, trade union membership, sexual orientation or gender identity, we will only do so where a lawful basis applies under data protection legislation.
In most cases, this will be because you have provided your explicit consent. Where we rely on consent, we will clearly explain why the information is being requested, and you are under no obligation to provide it. You may withdraw your consent at any time by contacting the Data Protection Officer.
In limited circumstances, special category personal data may be processed without consent where this is permitted by law, for example where the processing is necessary to protect your vital interests in an emergency, or where another condition under Article 9 of the UK GDPR applies.
Where special category personal data is provided voluntarily on an anonymous basis, you will not be able to object to its later use in reporting, as it will not be possible to identify which individual the data relates to. In these circumstances, the data is processed on the basis of the university’s legitimate interests and is used solely for the purposes of monitoring and reviewing equality of opportunity or treatment between different groups.
Who has access to this data
Your personal data will be used only by relevant LJMU staff where this is necessary for them to undertake their designated role.
This includes staff within Human Resources, Finance, Academic Management and school administration teams, as well as members of Equality, Diversity and Inclusion (EDI) committees within academic schools and departments, where access is required for governance, monitoring or administrative purposes.
We may also share your personal data with external organisations where this is necessary to deliver our services or activities. This may include providers of software systems used by the university and event organisers supporting external speaker activity.
How the university protects your data
We are committed to keeping your personal data safe in line with data protection legislation and the university’s information security and data protection policies.
Your personal data is stored securely on university systems and is only accessible to authorised members of staff where this is necessary to arrange and manage external speaker activity. Access to personal data is restricted and controlled to reduce the risk of unauthorised access, loss or misuse.
We use secure electronic systems to manage speaker arrangements, including systems used for communication, coordination and administration.
Where personal data is processed in connection with payments or expenses, it is handled in accordance with the university’s financial and administrative procedures.
How long the university keeps your data
Your data will be held by different teams for different lengths of time, but always in accordance with our Records Retention Schedule, relevant legislation, and guidance from the National Archives.
Anonymous equality, inclusion and diversity data held for reporting and analysis purposes will remain part of the data set for as long as it is needed.
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.
If your personal data has been provided by consent, you have a 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
In some cases, it may not be possible for LJMU to provide you with accessibility support and pay any agreed expenses if personal data is not provided at the time of arranging your appearance.
Where information is requested by LJMU staff for the purpose of equality, diversity and inclusivity monitoring, this information is supplied on a completely voluntary and anonymous basis and your decision whether to supply this data or not will have no impact on our work with you.
Transfers of data outside the UK
We normally keep your personal data within the UK. In some limited circumstances, personal data may be processed or stored outside the UK, for example where we use third‑party systems or service providers, including survey tools.
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, or 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.