How we handle UKRI employee data

UK Research and Innovation (UKRI) will use your personal information in the way stated on this page if you are a:

  • current staff member
  • past staff member
  • contractor
  • secondee
  • visiting worker
  • student
  • third party agency worker

To find information on how UKRI uses personal information during the application process, read how we handle job applicant data.

What information we need

If you have worked or currently work for UKRI the following personal information is collected from you:

  • name
  • contact details such as email address, phone number and postal address
  • bank details
  • working patterns and hours
  • sickness and absence information
  • emergency contact details
  • equality, diversity and inclusion information, such as:
    • religion
    • ethnic group
    • sex
    • gender identity
    • sexual orientation
  • training and qualification information
  • information provided if security vetting, including national security vetting, was required for your role
  • employee engagement and survey responses
  • performance-related information
  • statements and declarations made in line with UKRI policies, for example declarations of any financial and personal interests that could or could be perceived by others to create conflict of interest (dependent on role or grade)
  • details of any grievances, disciplinaries and other casework that takes place during your employment
  • health information, if you access UKRI’s occupational health and health and safety resources, or if any incidents happen at work

Why we need your information and what we do with it

UKRI collects personal information so that we can:

  • manage your employment and your employment records, such as:
    • payroll
    • pension scheme administration
    • rewards and benefits
  • meet any training and development needs and monitor performance
  • conduct workforce planning
  • carry out HR and legal casework such as grievances, disciplinaries and dismissals
  • conduct audits
  • prevent and detect fraud
  • record accidents and incidents, and maintain general health and safety while you are at work
  • meet our legal obligations such as the Equality Act 2010, Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 and Gender Pay Gap Regulations 2017

Who we share your information with

Personal data may be shared with organisations we work with so that we can manage your employment. Third parties may include:

  • UK Shared Business Services (UK SBS)
  • HM Revenue and Customs
  • Department for Science, Innovation and Technology (DSIT)
  • anti-fraud organisations, the police and other law enforcement agencies
  • UK security vetting
  • pension providers
  • third party consultants
  • insurance providers
  • auditors
  • financial service providers
  • medical and healthcare providers
  • benefit providers
  • organisations seeking references, where you have confirmed your consent
  • university where you are on a student placement
  • your original employer where you are on secondment

How long we keep your information

We will keep your personal information for as long it is needed to fulfil the purpose for which it was collected. It will be kept in accordance with our information management policy and retention schedule.

The lawful basis we process your information under

The lawful basis we use to process your personal data will depend on our interaction with you, it is likely to be:

  • performance of a contract
  • legal obligation
  • public task
  • legitimate interests
  • consent

The rights you have

The rights you have will depend on which lawful basis is used to collect and process your personal data.

The rights that apply regardless of what lawful basis is used are:

  • the right of access
  • the right to rectification
  • the right to be informed
  • rights related to automated decision-making including profiling

To find information on your rights under UK data protection legislation, read your data protection rights.

Last updated: 26 May 2023

This is the website for UKRI: our seven research councils, Research England and Innovate UK. Let us know if you have feedback or would like to help improve our online products and services.