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MyHR and Data Protection

Learn about the personal information accessible through MyHR, your responsibilities in handling it, and the consequences of non-compliance with data protection policies.

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MyHR and Data Protection

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  1. MyHR and Data Protection Responsibilities of MyHR Users

  2. Personal Information • Personal information means data which relate to a living individual who can be identified from that data • As a manager, when you log in to MyHR you will have access to personal information relating to other QM staff: • Names, telephone numbers and other contact details • Salaries • Reasons for sickness

  3. Data Protection • As per QMUL’s Data Protection Policy you are obliged to take certain measures in your handling and viewing of this personal information • You MUST: • Keep information for which you are responsible up-to-date and accurate • Keep information secure • Not use it for any purpose(s) other than those which are part of your managerial role • Never disclose personal information to any party who does not have authority to have or know it

  4. Disclosure of personal information • It can be a serious offence to disclose someone’s personal information to a non-authorised person, including orally • These might include third parties like family, friends, the police but also other colleagues • Treat enquiries with caution – must be certain who the person is and if in doubt refuse • Refer to the Data Protection Policy and the Records & Information Compliance Manager

  5. Information Security • You MUST never tell anyone your MyHR password or log in with someone else’s credentials • You MUST lock your screen when your desk is unattended and log out of MyHR when you are not using it • You MUST only access the data you need to do your job

  6. Compliance • Compliance with the QMUL’s Data Protection Policy is mandatory for all staff and disciplinary action may be taken against anyone who does not comply • Be aware that liability for breaches of data protection legislation can be held against the individual responsible • The Information Commissioner’s Office can issue large fines for breaches of data protection legislation

  7. Contact • If you have any questions please contact the Records & Information Compliance Manager Email: p.smallcombe@qmul.ac.uk Tel: x. 7596

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