Data Privacy

To enable an open and meaningful dialogue, the review meeting should allow participants to openly discuss performance, achievements, objectives and development needs, and raise any issues in a confidential environment. Where Reviewees share personal information as part of the discussion, this should be treated confidentially unless the Reviewee gives permission for the Reviewer to disclose, or the Reviewer believes the issue is of sufficient concern to merit, for example (including but not limited to) a referral to occupational health, a potential safeguarding consideration, or referral for line management action where the reviewer does not have line management responsibility for the reviewee. This should only happen if it is important to deal with an issue raised outside of the PDR process.

The purpose of the PDR system is that records are held electronically in a secure system. If it is necessary for either the Reviewer or Reviewee to hold any hard copy documentation this should be kept securely in a locked cabinet, preferably in a locked room. Records of PDRs will be held in line with University’s Records Retention Schedule.

Who sees the information?

Reviewer/2nd Reviewer (if applicable)

• The content of the online PDR form will be seen by the Reviewer after it has been ‘shared’ in the online system.

Commenters

• Commenters will see the content of the online form after it has been finalised by both Reviewer and Reviewee.

Heads of Department or equivalent

• Heads of Department will have access to view all PDR forms after it has been ‘shared’ in the online system. They also have the ability to run reports within their reporting line based on organisation level.

Monitors

• A Monitor is a nominated individual, eg a personal assistant of a Head of Department, who can see progress only to monitor completion rates for their respective department. For the avoidance of doubt, the Monitor will not be able to see the content of the PDR.

In addition, Authorised Systems Administrators in the University of Portsmouth, as well as Simitive System Administrators (the software supplier) will be able to access individual forms in order to resolve system related issues.

If you have any queries in relation to PDR & Data Protection, please contact pdr@port.ac.uk.

Data Privacy

In the online Performance and Development Review (PDR) system you have access to the review details of members of University staff for whom you have managerial, reviewer or commenter responsibility, and/or have access to review information for the purpose of carrying out your role at the University. If you are able to see the data of any member of staff for whom you are no longer a manager, or have access to information you believe shouldn’t be accessible, please inform the HR Service Centre immediately. When you are logged onto the online PDR system you must always lock your computer whilst you are away from your desk so that no-one else can access the system. The data you can see, and any other data sourced from the online PDR system, must be processed in accordance with the requirements of all relevant legislation, including the Data Protection Act 2018, and must not be disclosed to third parties except in certain circumstances where the University has a legal basis to do so. It should be noted that it is an offence under the data protection legislation to knowingly or recklessly disclose personal data. If you are unsure whether to disclose any data, check first with your manager or the University’s Data Protection Officer, Samantha Hill. If you have any queries about the Data Protection Act and how it affects your work, please feel free to contact Samantha Hill on x3642 or look at the University web pages on data protection at www.port.ac.uk/DPA.