Privacy Policy
1. Scope
All data subjects whose personal data is collected in the provision of the SOAS Talent Hub service, in line with the requirements of the UK GDPR.
2. Responsibilities
For the purposes of this Privacy Notice and the service being provided (namely ‘SOAS Talent Hub’) the following responsibilities as ‘Data Controller’ and ‘Data Processor’ shall apply:
- The ‘Data Controller’ is SOAS University of London
- The ‘Data Processor’ is Keystone Employment Group No.1 Limited ("Keystone")
If you engage with Keystone directly, or through other institutions, you should ensure you are familiar with their privacy notices. SOAS has no legal responsibility for data processed where Keystone or another institution is the Data Controller.
3. About Us
SOAS is registered with the Information Commissioner’s Office (ICO). Our registration number is Z6740574
Our Data Protection Officer can be reached at: dataprotection@soas.ac.uk
3.1 The types of personal data we collect and use
The table below shows the personal data we may process to administer your employment at SOAS. We may ask you to provide some of this information voluntarily, to assist with our statutory reporting obligations (for instance, in relation to equality of opportunity and treatment in the workplace).
| Type of Information Held | How this information is used |
|---|---|
| Name | To enable managers and administrators of the service to identify you and ensure work and payment details are accurate and properly relate to you |
| Address | To ensure compliance with legislation, regulations and organisational policy around the employment of workers and to enable managers and administrators |
| Age | To establish compliance with employment law and rates of pay and ensure appropriate handling of work assignments and duties |
| Date of Birth | To establish compliance with employment law and rates of pay and ensure appropriate handling of work assignments and duties |
| Availability to work | To enable managers and administrators to establish your availability to undertake work assignments |
| Eligibility to work in the UK | To establish your legal right to work in the UK and compliance with the requirements of legislation and the work to be undertaken |
| Your employment status | To establish your current status as an employee, contractor or worker in order to ensure compliance with legislation and suitability to the work proposed to be undertaken |
| Passport, visa and other proof of identity documentation | To provide evidence of compliance with right to work, right to remain and status of working within the UK and in accordance with the organisation offering the work assignment and to support evidence of identity. Electronic versions of such documentation |
| Nationality | To support right to work and eligibility evidence and to capture diversity and equality measures and policies of the hiring organisation |
| Ethnic origin | To capture diversity and equality measures and policies of the hiring organisation |
| Gender | To capture diversity and equality measures and policies of the hiring organisation |
| Sexual orientation | To capture diversity and equality measures and policies of the hiring organisation |
| Registered disability status | To capture diversity and equality measures and policies of the hiring organisation and ensure managers and administrators can make reasonable adjustments and offer appropriate roles |
| Previous and current employment information | To provide managers and administrators with relevant information relating to prior work experiences, pay rates and other relevant information and to provide you with a record of work experience |
| Contact telephone number(s) | To enable managers and administrators to contact you in relation to work related matters and to provide information relating to your account and service |
| Contact email address | To enable managers and administrators to contact you in relation to work related matters and to provide information relating to your account and service |
| Staff ID or Employer Number | To enable organisations, including hiring managers and administrators to verify your staff or employee status and to support proof of identity and eligibility for certain functions and services |
| National Insurance Number | To enable the payment for work and facilitate National Insurance contributions and deductions and to ensure compliance with current legislation and accounting requirements and to support proof of identity and eligibility |
| Tax Code and Taxation information | To ensure correct application of tax codes and to ensure compliance with legislation and accounting regulations |
| Employment start date | To ensure an accurate record is kept of all work you undertake and ensure compliance with necessary record keeping requirements |
| Work assignment start and end dates | To ensure an accurate record is kept of all work assignments undertaken over the system and provide an audit trail of those work assignments and to ensure compliance with all necessary record keeping requirements |
| Number of hours worked and on which days and at which times | To ensure an accurate record is kept of all work assignments undertaken and to ensure compliance with working hours rules and regulations and organisational policy and to comply with all relevant record keeping requirements |
| Notes and messages between you and your manager/supervisor and service administrators | To provide you and your hiring manager and relevant administration staff with a record of certain correspondence relating to work assignments and work related activity to provide up to date messaging and notifications and provide a record of all such messaging and notes |
| Student loan information | To ascertain the status of any student loan(s) in order to provide institutions and administrators with accurate information and to ensure compliance in relation to taxation and earnings information and to ensure compliance with relevant legislation and regulations |
| Details of when your studies start and finish and what type of studies you are undertaking and the duration of those studies | To provide the institution and service administrators with accurate information relating to your studies and the corresponding rules around how you may work, in what roles and for how many hours and to ensure compliance with relevant regulation and legislation |
| Next of kin | To enable the institution to contact named next of kin in the event of exceptional instances such as emergencies, incapacitation etc |
| Emergency contact information | To enable the institution to contact named emergency contacts in the event of exceptional instances such as emergencies, incapacitation etc |
| Your skills and qualifications | To facilitate the offering of relevant work opportunities and to provide managers and administrators with information on your skills and qualifications for reporting and analysis |
| Your areas of interest in work and working preferences | To facilitate the offering of relevant work opportunities and to provide managers and administrators with information on your skills and qualifications for reporting and analysis |
| Rates of pay, holiday pay, national insurance contributions, pension payments, bonus and ancillary payments and any deductions from pay | To provide an accurate record of pay, holiday pay, national insurance contributions, pension payments, bonus and ancillary payments and any deductions from pay to yourself, relevant managers and administrators and relevant tax authorities and to provide a record that complies with all relevant taxation and pay requirements and regulations |
| Curriculum Vitae | To enable you to store a Curriculum Vitae as a part of your profile to make it available to managers and administrators as part of finding and offering you work that matches your skills, interests and capability and to provide insight on previous roles |
| Supporting documents that you upload in support of being considered for a work or voluntary assignment | To enable you to store any other documents, of your choice that may support your application or consideration for a role and to provide managers and administrators with information that will assist and inform the selection process |
| Details of previous work assignments including duration, timesheet information and rates of pay | To enable you, managers and administrators to access information relation to previous work experience, duration, pay rates and other information relevant to prior work roles to establish suitability to a role and to collate information for reporting purposes on activity, trends and spend |
| Photographic images of you | To enable managers and staff to associate your profile with you as an individual for identification and interaction purposes |
| Changes made to your profile, account and settings | To ensure a full audit trail of access to and changes to your online profile and account are maintained for safety, compliance and reporting purposes and to provide accountability for all such changes |
3.2 Using your personal data: the legal basis and purposes
Information about how we use this information, and our lawful basis for doing so, can be found in our Staff Privacy Notice | SOAS. SOAS’ Staff Privacy Notice covers all types of employees and workers, irrespective of contractual status or mode of employment.
3.3 Cookies
SOAS will also collect automated information about your visit and browsing activity on the SOAS Talent Hub site. This information is collected in images known as ‘cookies’. For more information about SOAS’ processing of ‘cookies’, please see our page on Cookies and privacy | SOAS
4. Disclosure
SOAS uses Keystone to fully administer your employment as a fractional employee or casual worker at SOAS. Data you enter into the SOAS Talent Hub system, or which is updated from other SOAS databases, is held by Keystone as our trusted supplier, and will be used by SOAS and Keystone to ensure your onboarding, work engagement, and offboarding are effectively managed.
SOAS may disclose your personal data to a limited number of other suppliers to help manage your contract and employment status, and ensure you are paid correctly for your work.
5. Retention Period
SOAS retains employee data for six years from the end of the year in which the individual’s employment ends. For instance, if your employment ended on 1 August 2025, we would retain your information until 1 January 2032.
6. Security
We have taken reasonable steps to ensure, through a security assurance process, that your personal data will be protected whilst it is being processed. Keystone hold security certifications recognised internationally, ISO27001, and by the National Cyber Security Council, CyberEssentials +.
7. Your rights as a data subject
As a data subject, you can exercise your rights in relation to your personal data. A full list of rights is provided below but note that the rights available to you will depend on SOAS’ lawful basis for that processing.
A table is provided in our Staff Privacy Notice to assist ( Staff Privacy Notice | SOAS)
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
- Right to judicial review: in the event that Keystone Employment Group refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 8 below.
We are likely to seek the assistance of our partners Keystone Employment Group in responding to any such requests. This is part of the formal agreement between SOAS and Keystone.
8. Complaints
In the event that you wish to make a complaint about how your personal data is being processed by SOAS, you can make a complaint through our Data Protection Complaints Procedure | SOAS. In accordance with section 164(A) of the UK Data Protection Act, SOAS expects data subjects to complete our internal complaints procedure before submitting a complaint to the ICO.
You also have the right to complain to the ICO. It has enforcement powers and can investigate compliance with data protection law: ico.org.uk