Global Human Resources

EU General Data Protection Regulation Privacy Notice

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.

  • Name
  • 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

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
Third Parties

Third-Party Name

Purpose

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
State Agencies
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
Federal Agencies
Social Security Administration W2s filed annually and adjustments as needed
Internal Revenue Service Tax data
Other Agencies
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

  1. Individual data subjects covered by Georgia Tech’s EU General Data Protection Regulation Compliance Policy will be afforded the following right
  2. information about the controller collecting the data
  3. the data protection officer contact information
  4. the purposes and legal basis/legitimate interests of the data collection/processing
  5. recipients of the personal data
  6. if Georgia Tech intends to transfer personal data to another country or international organization
  7. the period the personal data will be stored
  8. 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
  9. the existence of the right to withdraw consent at any time
  10. the right to lodge a complaint with a supervisory authority (established in the EU)
  11. why the personal data are required, and possible consequences of the failure to provide the data
  12. the existence of automated decision-making, including profiling
  13. 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 eugdpr@edm.gatech.edu.

Cookies

Cookies are files that many websites transfer to users’ web browsers to enable the site to deliver personalized services or to provide persistent authentication. The information contained in a cookie typically includes information collected automatically by the web server and/or information provided voluntarily by the user.  Our website uses persistent cookies in conjunction with a third party technology partner to analyze search engine usage and web traffic patterns. This information is used in the aggregate to monitor and enhance our web pages. It is not used to track the usage patterns of individual users.

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.

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.

Data Retention

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.