Privacy notice – job applicants

This notice sets out how the University uses your personal data. It applies if you are applying to work at the University of Roehampton as a member of staff, a worker, a consultant, a contractor, or an affiliated or visiting academic. It should be read in conjunction with the University’s Data Protection Policy. If you are successful in your application, you will be supplied with a new privacy notice at the point you accept your offer of employment.

What personal information will be processed?

The University’s records for applicants may contain the following personal data. This data may have been provided by you on your application form, from any referees the University has contacted, from other sources or third parties. The data may arise during the course of your employment.

  • Contact information
  • Identification documents
  • Pay and benefits
  • Official identification, including right to work documents
  • Professional evidence
  • Employment records, including records of any grievances or disciplinary matters
  • Education and qualification records
  • References
  • Nationality or domicile

The University may also process the following special categories of personal data:

  • Racial or ethnic origin
  • Religious of philosophical beliefs
  • Information about sexual orientation

How your personal data is used by the University

The personal data outlined above will be used by the University for the following purposes because it is in the public interest to do so:

  • Processing applications
  • Shortlisting candidates
  • Interviewing candidates
  • Verifying the identities of candidates
  • Processing expenses claims
  • Making offers to candidates
  • Producing management information

Where you have given your consent, the University will also use your personal data for the following activities:

  • Conducting reference checks

The University may use your personal data for additional processing activities, subject to the constraints outlined in its Data Protection Policy.

Transfers

In certain circumstances the University may share your personal data with other third parties, with or without prior notification, but will only do so in compliance with its legal obligations, such as when a legitimate request for information is received from the police. The University will not sell your personal data to third parties or permit third parties to sell the personal data we have shared with them.

Storage and retention

Your data will be stored safely and securely. Personal data relating to unsuccessful applicants will normally be retained for a period of 3 months after the recruitment process has ended. Personal data relating to successful applicants will normally be held for 6 years after the termination of employment. Other types of personal data will be held for a period outlined in the University’s Record Retention Schedule.

Rights

Depending on the nature of the processing activity and the legal basis on which it is taking place, you may have one or more rights in respect of your personal data:

  • Right of access
  • Right to data portability
  • Right to rectification
  • Right to be forgotten
  • Right to request a restriction of processing
  • Right to object to processing
  • Right not to be subject to automated processing

More information about each of these rights and how they will be managed by the University can be found in the Data Subject Rights Procedure.

Other information

The University will publish any changes we make to this data protection statement on the website, and will and notify you by other communication channels where appropriate.

The University of Roehampton is registered with the Information Commissioner’s Office, and acts as data controller for the personal data outlined in this notice.

You can raise any queries relating to the processing of your personal data with the University’s Data Protection Officer, whose name and contact details are available on the University website.

You have the right to make a complaint about the University’s handling of your personal data to the Information Commissioner’s Office, and can do so at http://ico.org.uk/concerns/.

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