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Equality, Diversity & Inclusion

Equal Opportunity Data

Our diversity drives our excellence. We come from all around the world, with a range of backgrounds, characteristics, lifestyles, experiences, perspectives, talents and ideas. This is what makes King’s a fascinating and rewarding place to work and study, and a world-leading university.

All UK HEI employers are responsible for advancing equal opportunity for all and protecting employees from discrimination and harassment. Collecting data on aspects of our identity which make us unique, such as our gender, ethnicity and sexual orientation, are protected by equality legislation (The Equality Act 2010) and enables us to monitor the diversity of those we employ. Practically, it also ensures that our systems and processes promote equity of opportunity and support zero tolerance towards bullying, harassment and victimisation. This is called Equal Opportunity data.

Your Equal Opportunity data essential. Your data means we can build a comprehensive picture of King’s in terms of equality data. 

You can help progress equality, diversity and inclusion at King's by:

  • Logging into HR digital services

  • Accessing My Profile (click your photo in the top left or right hand corner of the screen)

  • Clicking Equal Opportunities in the drop down menu on the left and updating the details in My Profile.

All your personal data is anonymised and when we use it for EDI purposes and you will never be identifiable.

In addition, we are legally obliged, as a public authority, to set equality objectives and publish progress against these objectives, and to meet the reporting requirements of sector agencies like HESA and maintain equality benchmarks, such as Athena SWAN or the Race Equality Chartermark (see EDI projects for more information). 

How do you collect my data? 

Direct collection

You provide us with some Equal Opportunities data when you join King’s and complete the onboarding process. You provide more information when you update your Equal Opportunities Information on CoreHR.

Indirect Collection

We obtain data from third parties when a pre-employment check is required. For example, this might be from UK government departments such as UK Visas and Immigration (UKVI) or the Disclosure & Barring Service (DBS).

How is my data handled? 

We only share your personal identifiable data if there is a legitimate business reason. For HR purpose, your data may be shared with relevant teams in the HR; your manager; and senior management.

For EDI projects, we may access your personal data in an aggregated and rounded format through platforms such as PowerBI, where you will not be personally identifiable.

For example, we may run a report on PowerBI to see the gender breakdown in a department’s senior leadership level for an Athena SWAN assessment.

We sometimes use third parties to process data on our behalf, subject to contractual restrictions with regard to confidentiality and security, and in addition to our GDPR obligations. We will not disclose your data to third parties without your consent, except where they are acting as authorised agents for the university for the purposes listed below; or where we are permitted or required to do so under GDPR.

Typical third parties include:

  • Public authorities and public partnerships such as police or government departments, if required by law.

  • Businesses contracted to help us deliver services, for example Cubane Consulting.

  • HESA, as legally required.

  • Professional bodies such as the General Medical Council, General Dental Council and the Universities and Colleges Employers Association (UCEA).

How is my data protected?

King’s follows the Privacy by Design approach to all new data processing activities. Privacy by Design is where any action a company undertakes that involves processing personal data must have data protection and privacy in mind at every step.

Our systems, drives and email accounts are secure. They are accessed only by authorised users, based on the specific requirements of their roles.

We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date.

All your data is anonymised and when we use it for EDI purposes, you won’t be identifiable.

We only keep data for as long as it is needed. See the HR Privacy Notice for more information.

King’s Information Compliance team advises on data protection at the start of any new, large-scale activities.


  • All HR and Finance staff sign confidentiality agreements and complete mandatory data protection training.

  • Confidential data sent in emails is encrypted and/or password protected.

  • Access to shared folders where personal information is stored is restricted.

  • Access to systems is restricted to authorised users.

  • Security profiles within systems mean users can only access the records and information they need to do their jobs.

The processing of personal and sensitive data to inform diversity and inclusion initiatives is carried out at an aggregate level and does not allow individuals to be identified.

As an organisation, our vision goes beyond compliance; our commitment to embedding an inclusive environment and harnessing the full potential of our diversity is central to King’s Strategic Vision 2029.

King’s leaders know our rich diversity in characteristics, experiences and perspectives underpin our success and are committed to creating the best conditions for everyone to contribute, thrive and be authentic at work. We also need your contribution to this vision by submitting your Equal Opportunity data.

Since introducing CoreHE in 2019, 49% of staff have completed this information and it is critical that we reach 100%.

Please take a moment to share this invaluable information with us. It will take less than five minutes! 

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