How your data is used FAQs

The University of Oxford is committed to protecting the privacy and security of your personal information. Read our Staff privacy policy to find out how the University collects and uses your personal data during and after your employment.

Your Self-Service Manager (who in most cases will be your line manager) can see data that is relevant to their role as your manager. This includes details needed for budgeting purposes or to enable them to contact you or your chosen contact in the event of an emergency. Your Self-Service Manager cannot see your payslips, P60s, bank details or diversity details. Your manager's manager can also view some aspects of your HR Self-Service record. The only other people who can access your personal and contractual data are staff within the HR and Payroll functions (centrally and within departments) who have been granted access according to strict criteria and authorisation procedures.  

Access to diversity data is granted on a strictly ‘need-to-know’ basis, and is primarily only accessible by the Equality & Diversity Unit (EDU) and the HR Analytics team. 

For further information about the data found in HR Self-Service and how it is used, please refer to the HR Data Guide.

In most cases, your Self-Service Manager is your line manager. Self-Service Managers can use the system to view the following information about their immediate team:

  • Name

  • Personal and work contact details (home address, email address, phone number)

  • Emergency contact details

  • Contract and pay details (start date, FTE, contract status, grade, increment due date and salary history)

  • Other information including; right to work and HESA staff ID.

They cannot see your payslips, P60s, bank details or diversity details.

Your Self-Service Manager is listed in the 'Contract' section of the 'My Profile' area in Employee Self-Service. If you have not been assigned a Self-Service Manager this will be blank. If you have a question about your Self-Service Manager, please ask your HR contact (or equivalent). 

hr self service logo

HR Self-Service is available on the University's network and VPN only.

Are you working from home? This is how to set up a VPN connection from home.

 

LOG IN TO SELF-SERVICE

(VPN/University network only)
System updates are applied on Wednesdays, between 20:00 – 00:00. HR Self-Service may be unavailable for up to an hour during this window. 
Other system downtime.