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Employee privacy notice

Employee privacy notice

This notice applies to all employees of the University of Pretoria.

We have created this notice to help you understand how we collect, use, and protect your personal information.

We may need to update this notice periodically, but we will let you know when we do.

If you have any questions about this notice, please contact us at [email protected]

1. What personal information we collect and generate

We collect personal information that helps us communicate with you and integrate you as an employee.

We collect:

  • Contact information (name, address, phone, email, emergency contacts)
  • Nationality
  • Ethnic group
  • Gender
  • Education, employment, criminal and credit history
  • Date of birth
  • ID, passport or work permit numbers
  • Driver’s licence
  • Disability information
  • Medical information
  • Photos and visual images (e.g. CCTV)
  • Banking details
  • Biometric information
  • Work permits, visas and travel documentation
We generate personal information about you in the form of records.

We generate:

  • Performance review records
  • Disciplinary, grievance and dismissal records
  • Training records

2. When and why we collect and process your personal information

2.1 We process your personal information to meet contractual obligations

We need your personal information to manage our employment relationship and run the University.

We use your personal information:

  • To pay your salary
  • To make statutory payments (PAYE, UIF)
  • To track access to facilities
  • To investigate misconduct
  • To review performance
  • To communicate about events and policies
  • To manage medical aid and pension details
  • To assist with claims
  • To process medical questionnaires
  • To collect medical certificates
  • To monitor communications when using University systems
  • To support wellness and library services
  • To record termination details
  • To share information with external funders if required

2.2 Processing based on legitimate interest, legal obligation, or consent

We process information in your or our legitimate interests.We may share your information with security and law enforcement when needed.
We process information because we are legally required to do so.
  • Government and funding reports
  • Training participation records
  • Compliance with banking and financial laws
  • Workplace safety obligations
  • Occupational health and employment equity requirements
  • Legal attachment and garnishee orders
We process your personal information with your consent.
  • Email newsletters
  • Verification checks
  • Use of data for research
  • Payments on your behalf when requested

2.3 Further processing for research and statistics

We process information for research and statistical purposes.
  • Institutional surveys
  • Salary benchmarking
  • Recruitment and workforce research

3. Sharing your personal information

We only use trusted service providers under strict contracts.
  • Communication services
  • Academic and career services
  • Medical and pension administration
  • Credential verification
  • BBBEE services
  • Professional advisers
  • IT services
  • Learning and invigilation systems
  • Cross-border data protection safeguards
  • Legal disclosure where required

4. Security measures

We protect personal information through reasonable security measures.
  • Preventing loss
  • Preventing misuse
  • Preventing unauthorised access
  • Preventing alteration
  • Preventing destruction
 Measures are based on the sensitivity of the information.
We regularly monitor for vulnerabilities.No system is perfect, but we actively monitor our systems.
We notify you of breaches.We will notify you and assist you if your data is compromised.
You can help keep your data secure.Avoid sending sensitive information via email. Use secure forms or call us.

5. Your rights

If you have questions, email [email protected]

We may take up to one month to respond.

You may ask about your informationYou can request what information we hold and how we use it
You may access your informationYou can email [email protected]
You control your informationYou can request corrections
 You can request deletion
 You can request a machine-readable copy
 You can object to certain processing
You may unsubscribeYou can opt out of direct marketing

Published on 20 June 2022