Section 1: About Us
Imago @ Loughborough Ltd ("Imago Venues," "we," "us") is a wholly owned subsidiary of Loughborough University. This Privacy Notice explains how we collect, use, store, and share personal data relating to employees, job applicants, and other workers, in accordance with applicable data protection laws, including the General Data Protection Regulation (2018) and the Data Protection Act (2018).
Section 2: Who this Notice applies to
This notice applies to the following individuals:
• Job applicants
• Employees on salaried contracts
• Casual workers
• External consultants requiring access to Imago Venues systems
• Former employees who are members of a pension scheme administered by Imago Venues
Section 3: What Personal Data we collect We collect and process the following types of personal data:
a) Job Applicants
- Application details, including CV, cover letter, and supporting documents
- Interview records and assessment results
- References from previous employers If you are successful, this data is transferred to your employment record. If unsuccessful, we retain your data for 12 months for reporting purposes, after which it is anonymised unless you request earlier deletion via imagohr@lboro.ac.uk
b) Employees and Workers
- Personal Identifiers: Name, address, contact details, date of birth, gender
- Employment Information: Job title, contract type, start and end dates, work history
- Payroll and Benefits: Salary, pension contributions, tax details, bank account information
- HR and Performance: Training, disciplinary records, performance appraisals
- Leave and Absence: Holiday, sickness, maternity/paternity leave, special leave
- Emergency Contacts: Next of kin and dependents (provided with their consent)
- Right to Work and Security Checks: Nationality, immigration status, criminal record checks (where applicable)
- Health & Wellbeing: Occupational health records, disability accommodations
We retain this data for a minimum of 6 years after your employment ends, in line with legal requirements.
c) Sensitive Personal Data
We may process certain sensitive personal data with your explicit consent, or where required by law, such as:
- Health conditions (for occupational health and safety purposes)
- Ethnicity, religion, or sexual orientation (for equality and diversity monitoring)
- Criminal convictions (for regulated roles)
Section 4: Why we collect your data
We collect and process the following types of personal data:
We will obtain your consent where required, and you can withdraw it at any time.
Section 5: How we share your data
We share your data on a confidential basis with:
- Government bodies (e.g., HMRC, UK Visas & Immigration)
- Payroll & pension providers (Aegon Group Pension, NEST, MetLife group life scheme)
- Third-party service providers (e.g., IT support)
- Law enforcement (where legally required)
- Company legal representatives
We do not sell or rent your personal data. References are only provided to third parties (e.g., banks, prospective employers) with your consent.
Your basic contact details will be included in the Loughborough University internal online directory.
Section 6: How do we hold your data
We hold your personal information securely in the HR system iTrent. We also maintain an HR file for other records during your employment. The University Occupational Health Service maintain their own records.
You can also view and update some of your personal data via MyHR, including contact and bank details.
Section 7: Your Data Protection Rights
Under the General Data Protection Regulation (2018), individuals have several rights regarding their personal data, which Imago is committed to upholding. These rights include the right to access their data, request correction of inaccurate information, request deletion of their data (the "right to be forgotten"), restrict or object to processing, and request data portability. Individuals also have the right to withdraw consent where processing is based on consent and to lodge a complaint with a supervisory authority if they believe their data is being misused. Imago ensures that all requests related to these rights are handled promptly and in accordance with legal requirements.
This is called a Subject Access Request (SAR), and the procedure is detailed in the Imago Data Protection Policy or by emailing dataprotection@welcometoimago.com
Section 8: What happens if you do not provide your data?
Certain information such as contact details, your right to work in the UK and payment details, must be provided to enable us to enter into a contract of employment with you. If you do not provide other information, this will hinder our ability to administer the rights and obligations arising out of the employment relationship.
You may also have to provide us with personal information to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.
Section 9: Contact and Complaints
If you have concerns about how your data is handled, contact: HR Support - imagoHR@lboro.ac.uk
Data Protection Queries - dataprotection@welcometoimago.com
If you are not satisfied, you can file a complaint with the Information Commissioner's Office (ICO): https://ico.org.uk/
Section 10: Updates to this Notice
This notice was last updated in March 2025 and is reviewed regularly. Any updates will be communicated via the Imago Venues website and department managers.
