Job Applicant Privacy Notice
As part of any recruitment process, the University collects and processes personal data relating to job applicants.
The University is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
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Data Controller
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Canterbury Christ Church University, North Holmes Road, Canterbury, CT1 1QU |
| Data Protection Officer | Robert Melville, Assistant University Secretary |
- What information does the University collect?
- Why does the University process personal data?
- Who has access to data?
- How does the University protect data?
- How long will we hold your data
- The Data Controller and further information
- Version control
What information does The University collect?
The University collects a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- information about your current level of remuneration, including benefit entitlements;
- whether or not you have a disability for which the University needs to make reasonable adjustments during the recruitment process;
- information about your entitlement to work in the UK; and
- equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
The University may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or covering letters, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
The University may also collect personal data about you from third parties, such as references supplied by former employers, information from criminal records checks.
The University will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why does The University process personal data?
The University needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.
In some cases, the University needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
The University has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the University to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The University may also need to process data from job applicants to respond to and defend against legal claims.
The University may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where the University processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
For some roles, the University is obliged to seek information about criminal convictions and offences. Where the University seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
The University will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes HR&OD, interviewers involved in the recruitment process and managers in the area with a vacancy.
The University will not share your data with third parties, unless you have given permission for the University to obtain references from former employers and also the Disclosure and Barring Service to obtain necessary criminal records checks.
The University will not transfer your data outside the European Economic Area.
How does The University protect data?
The University takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For how long does The University keep data?
If your application for employment is unsuccessful, the University will hold your data on file for one year after the end of the relevant recruitment process.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
The Data Controller and further information
Canterbury Christ Church University is the Data Controller for this personal data.
Please click the link below to access further information regarding:
- The Data Controller
- The name and contact details of the University Data Protection Officer
- Where to make a complaint
- Your rights as a Data Subject
- How to contact the Regulator
Version Control
| Title: | Privacy Notice - Job Applicant |
| Applicable to: | Prospective Employees |
| Approved By: | HR&OD |
| Date approved: | 25 May 2018 |
| Date of review: | 25 May 2020 |
| Date last amended: | 30 March 2020 |