This is the Georgia Institute of Technology’s (Georgia Tech) Human Resources privacy and legal notice for compliance with the European Union General Data Protection Regulation (“EU GDPR”). For more information regarding the EU GDPR, please review Georgia Tech’s EU General Data Protection Regulation Compliance Policy.
Lawful Basis for Collecting and Processing of Personal Data
Georgia Tech is an institute of higher education involved in education, research, and community development. In order for Georgia Tech to process employee and employment transactions, it must collect, use and process this personal data.
The lawful basis for the collection and processing of personal data by Georgia Tech’s Human Resources falls under the following category(ies):
- Processing is necessary for the purposes of the legitimate interests pursued by Georgia Tech or third parties in providing employment.
- The data subject has given consent for the processing of his or her special categories of personal data for one of more specific purposes.
Types of Personal Data collected and why
In order for Georgia Tech to process employee and employment transactions, it needs to collect the following categories of personal data.
- Contact information including, without limitation, email address, physical address, phone number, and other location data
- Unique personal identifiers and biographical information (e.g. date of birth)
- Details of your education and/or employment qualifications
- Information related to visa requirements, copies of passports and other documents to ensure compliance with U.S. laws
- Financial information gathered for the purposes of payroll processing
The personal data collected by Georgia Tech’s Human Resources will be shared with the following third-party entity or Georgia Tech Unit for the purposes of processing, evaluating, and analyzing employee and employment transactions.
|Georgia Tech Unit||Purpose|
|Bursar’s Office||Bursar fee deduction|
|Campus Recreation Center (CRC)||CRC deduction and communications|
|Campus Services - BuzzCard||BuzzCard deduction|
|GT Athletics||Season ticket deduction|
|Language Institute (LI)||Case management for international students, scholars, and other foreign national employees|
|Legal Affairs and Risk Management||Data for open records requests|
|Office of Development – GT Foundation||Annual Fund deduction|
|Office of Information Technology (OIT)||System access, building access, time reporting, and general reporting|
|Office of International Education (OIE)||Case management for international students, scholars, and other foreign national employees|
|Office of Strategic Consulting||Employment assessments|
|Parking and Transportation||Parking deduction|
|American Association of University Professors||Membership dues|
|Aon Hewitt||Participation in salary survey|
|Bank of America||Pay and reconciliation data|
|Board of Regents of the University System of Georgia||Data Mart, Payroll Continuous Audit data|
|College and University Professional Association for Human Resources (CUPA-HR)||Participation in salary survey|
|Corporate Cost Control||Unemployment claims|
|Culpepper and Associates, Inc.||Participation in salary survey|
|Desire2Learn||Learning Management System|
|Equifax||I-9 processing and employment verification|
|Georgia United Credit Union||Credit union deduction data|
|Legal Club of America||Identity theft|
|Mercer||Participation in salary survey|
|PricewaterhouseCoopers (PwC)||Tax and employment consulting for overseas assignments and payments|
|Taleo||Employee and manager data to set up as internal users in the talent acquisition application|
|The Hartford||Worker’s Compensation (outside GA)|
|UNUM||Payments for permanent life insurance|
|Western Management Group||Participation in salary survey|
|Willis Towers Watson||Participation in salary survey|
|Alabama Dept. of Revenue||Tax data for employees in the state of Alabama|
|Arizona Dept. of Revenue||Tax data for employees in the state of Arizona|
|State of California Empl. Dev. Dept.||Tax data for employees in the state of California|
|State of Colorado – Dept. of Revenue||Tax data for employees in the state of Colorado|
|State of Connecticut – Commissioner of Revenue||Tax data for employees in the state of Connecticut|
|Georgia Department of Revenue||Tax data for employees in the state of Georgia|
|Georgia Department of Human Resources||Data for newly hired employees at Georgia Tech|
|Georgia Department of Audits and Accounts||Data requested for auditing purposes|
|Georgia Department of Administrative Services||Data for employees contributing to the annual State Charitable Campaign|
|District of Columbia Dept. of Revenue||Tax data for employees in the District of Columbia|
|Hawaii Department of Taxation||Tax data for employees in the state of Hawaii|
|Illinois Dept. of Revenue||Tax data for employees in the state of Illinois|
|Indiana Dept. of Revenue||Tax data for employees in the state of Indiana|
|Iowa Dept. of Revenue||Tax data for employees in the state of Iowa|
|Kansas Dept. of Revenue||Tax data for employees in the state of Kansas|
|Treasurer, State of Maine||Tax data for employees in the state of Maine|
|State of Maryland Revenue Admin. Div.||Tax data for employees in the state of Maryland|
|Massachusetts Department of Revenue||Tax data for employees in the state of Massachusetts|
|Michigan Dept. of Treasury||Tax data for employees in the state of Michigan|
|Mississippi State Tax Commission||Tax data for employees in the state of Mississippi|
|Missouri Department of Revenue||Tax data for employees in the state of Missouri|
|Nebraska Department of Revenue||Tax data for employees in the state of Nebraska|
|New Jersey Department of Revenue||Tax data for employees in the state of New Jersey|
|New Mexico Taxation & Revenue||Tax data for employees in the state of New Mexico|
|New York Dept. of Revenue||Tax data for employees in the state of New York|
|North Carolina Dept. of Revenue||Tax data for employees in the state of North Carolina|
|Ohio Dept. of Taxation||Tax data for employees in the state of Ohio|
|Regional Income Tax Agency (Ohio)||Tax data for employees in the state of Ohio|
|Oklahoma Tax Commission||Tax data for employees in the state of Oklahoma|
|Bureau of Business Trust Tax Funds – PA Dept. of Rev.||Tax data for employees in the state of Pennsylvania|
|Berkheimer Tax Administrator||Tax data for employees in the state of Pennsylvania|
|South Carolina Dept. of Revenue||Tax data for employees in the state of South Carolina|
|Virginia Dept. of Taxation||Tax data for employees in the state of Virginia|
|State of Wisconsin Department of Revenue||Tax data for employees in the state of Wisconsin|
|Social Security Administration||W2s filed annually and adjustments as needed|
|Internal Revenue Service||Tax data|
|Garnishment agencies (various state courts)||Garnishment data|
|Child Support (various agencies)||Child support data|
If you have specific questions regarding the collection and use of your personal data, please contact the Office of Enterprise Data Management. If a data subject refuses to provide personal data that is required by Georgia Tech in connection with one of Georgia Tech’s lawful bases to collect such personal data, such refusal may make it impossible for Georgia Tech to provide education, employment, research or other requested services.
Where Georgia Tech gets Personal and Sensitive Personal Data
Georgia Tech receives personal and sensitive personal data from multiple sources. Most often, Georgia Tech gets this data directly from the data subject or under the direction of the data subject who has provided it to a third party (for example, application for undergraduate admission to Georgia Tech through use of the Common App).
Individual Rights of the Data Subject under the EU GDPR
- Individual data subjects covered by Georgia Tech’s EU General Data Protection Regulation Compliance Policy will be afforded the following right
- information about the controller collecting the data
- the data protection officer contact information
- the purposes and legal basis/legitimate interests of the data collection/processing
- recipients of the personal data
- if Georgia Tech intends to transfer personal data to another country or international organization
- the period the personal data will be stored
- the existence of the right to access, rectify incorrect data or erase personal data, restrict or object to processing, and the right to data portability
- the existence of the right to withdraw consent at any time
- the right to lodge a complaint with a supervisory authority (established in the EU)
- why the personal data are required, and possible consequences of the failure to provide the data
- the existence of automated decision-making, including profiling
- if the collected data are going to be further processed for a purpose other than that for which it was collected
Note: Exercising of these rights is a guarantee to be afforded a process and not the guarantee of an outcome.
Any data subject who wishes to exercise any of the above-mentioned rights may do so by filling such request with the Office of Enterprise Data Management at firstname.lastname@example.org
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Security of Personal Data subject to the EU GDPR
All personal data and sensitive personal data collected or processed by Georgia Tech under the scope of the Georgia Tech EU General Data Protection Regulation Compliance Policy must comply with the security controls and systems and process requirements and standards of NIST Special Publication 800-171 as set forth in the Georgia Tech Controlled Unclassified Information Policy.
Georgia Open Records Act
As a state university, Georgia Tech is subject to the provisions of the Georgia Open Records Act (ORA). Except for those records that are exempt from disclosure under the ORA, the ORA provides that all citizens are entitled to view the records of state agencies on request and to make copies for a fee. The ORA requires that Georgia Tech produce public documents within three business days. For more information on Georgia Tech’s ORA compliance, please visit the Open Records Act page on the Legal Affairs website.
Georgia Tech keeps the data it collects for the time periods specified in the University System of Georgia Records Retention Schedules.
For examples of Human Resources (Employment) Records Retention Schedules, click here.