I’m an SUNI Intern

What information do you hold about me? 

On being considered for an internship with SUNI, we will contact your referees.  If you are offered an internship then we will ask you to undergo Access NI enhanced checking.  Your Access NI case ID number and date of certificate issuewill be recorded in a password-protected file on our secure, encrypted server.  We will also retain copies of the documents you show us for Access NI ID checkingin line with Access NI regulations. NB Not having a ‘no trace’ Access NI certificate does not necessarily bar you from an internship – where an Access NI certificate does not come back with ‘No trace’ each case will be considered on an individual basis by the lead signatory and the GD.

Your application form(see “I’m applying for a post with SUNI”) will be held in your personnel file.  Comments from your refereeswill also be recorded and filed here, along with your signed Statement of Ethos of SUNI and agreement to the Aims, Beliefs and Working Principles of SU.  

Your line manager will keep your monthly reports.  Anyentries you make in the accident bookare held by the PA.

Why do you need this information?

Comments from referees and information relating to the Access NI process may be necessary to ensure your suitability for the role.  Other information is necessary in order to run the team and the organisation effectively.  

Who do you share my information with and how is it kept secure? 

Personnel files are held in a locked filing cabinet which can only be accessed by the GD.  Access NI information is only accessible to our Access NI signatories.  Copies of documents used for Access NI ID checking are kept in a locked cabinet until they are shredded.  Your contact details can be accessed via Contacts on the server by passworded staff and interns.  Your details will also be held on our central filemaker database on our secure, encrypted server and may be shared with volunteers, committee members, partner organisations etc as necessary to fulfil your role.  Your line manager will file your monthly reports on their encrypted laptop. 

For more information on Access NI, Filemaker and Mailchimp see our Third partiessection)

For how long to you retain my data?

In general we hold intern personnel files for at least a year after the end of the internship. Access NI records are retained for at least 50 years in line with insurance requirements.