Privacy Notice for External Examiners

The types of personal data we process about you include, inter alia: 

• Name  

• Mobile number 

• Email 

• Professional Curriculum Vitae 

• Staff ID 

• IP address 

• Linked Modules/Programmes  

• Contract Start date, end date & approval date 

• External Examiners home Institution & Department 

• ATU Unit (e.g. Department/School)  

• Financial data (relating to the payment of fees and expenses) 

• Travel data (Car registration, car insurance details, home address relating to the payment of  

• travel) 

• Operational information (e.g., within minutes, correspondence, etc) 

• Image in photographs/CCTV (on campus visits only) 

Data is stored in a variety of relevant platforms and filing systems, including University’s email. 

We obtain your personal data directly from you, from your Curriculum Vitae, payroll/HR details form and Travel claim form. 

We also obtain your personal data from others when you are nominated to become an External  Examiner. 

We also process personal data about you when you browse our website – please read our Website Privacy Policy for more details.  

For the External Examiner nomination and approval process. 

• For the execution of external examining duties and the creation of External Examiner accounts on GURU. 

• For payment once final report is submitted. 

• For Travel claims. 

For contact purposes in relation to training and any changes/updates of policies, payments, or contract. 

Your personal data is held securely by us, and access is restricted to those ATU staff members who  

need the personal data for one of the purposes set out above.  

The University will share your personal data, where necessary and relevant, with third parties (outside ATU) in the following circumstances: 

• Where we contract a third party to process data on our behalf, for example software service  

• providers e.g., GURU, CoreHR, Microsoft, Archiving companies, CCTV companies, etc, 

• Where required to do so by law e.g., Revenue Commissioners, DPER, HEA, Auditors, Insurance companies, SIPO etc. 

In so far as is practicable, the University endeavours to hold all your personal data within the European Economic Area (EEA). Where your personal data is transferred outside of the EEA, it is done only when appropriate safeguards are in place. 

We store your personal data for as long as is necessary for the purposes set out above and according  

to our data retention schedule.  

You have the following rights under data protection law, although your ability to exercise these rights  

may be subject to certain conditions: 

• The right to receive a copy of and/or access the personal data that ATU holds about you,  

together with other information about our processing of that data. 

• The right to request that any inaccurate data that is held about you is corrected and incomplete data updated. 

• The right, in certain circumstances, to request that we erase your personal data. 

• The right, in certain circumstances, to request that we no longer process your personal data for purposes, or to object to our use of your personal data or the way in which it is processed. 

• The right, in certain circumstances, to transfer your personal data to another organisation. 

• The right, in certain circumstances, to object to automated decision making and/or profiling;  and the right to complain to the Data Protection Commissioner.  

In order to exercise any of the above rights please contact us using the contact details set out below. 

If you are not satisfied with the University’s handling of your personal data or believe that the  

requirements of data protection legislation may not be fully complied with, you should contact the ATU’s Data Protection Office in the first instance. You also have the right to submit a complaint to the Data Protection Commission.