PRIVACY NOTICE FOR APPLICANTS
The University is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).
We will comply with data protection law and principles, which means that your data will be:
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
We also collect, store and use the following "special categories" of more sensitive personal information:
We collect personal information about candidates from the following sources:
We will use the personal information we collect about you to:
We need to process your personal information to decide whether to enter into a contract of employment with you. We need to process the information provided by you about your named referees in order to carry out reference checks and decide whether to enter into a contract of employment with you. We believe we have a legitimate interest in processing this information for this purpose.
Having received your CV, supporting statement, any cover letter and application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references. We may carry out a criminal record check and Disclosure for PVG before confirming your appointment.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
We will use your particularly sensitive personal information in the following ways:
We do not envisage that we will process information about criminal convictions for all roles, however, we are entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal conviction history which makes you unsuitable for the role. In particular:
which are listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) so are eligible for a Protection of Vulnerable Groups Scheme membership check from the Disclosure Scotland.
which require a high degree of trust and integrity, and so we would like to ask you to seek an enhanced disclosure of your criminal records history.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
We will only share your personal information with the following third parties for the purposes of processing your application: External interview panel members. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from Moriamo Oduyemi, Head of Corporate Information Services by emailing firstname.lastname@example.org.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We will retain your personal information for a period of six months after we have communicated to you our decision about whether to appoint you to the role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Ruth Grierson, HR Systems Officer by emailing email@example.com.
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.
If you would like to exercise any of your rights above or if you have any questions, please contact the University’s Data Protection Officer (“DPO”):
Data Protection Officer
Dundee DD1 1HG
Tel: 01382 308000 email: firstname.lastname@example.org
You will not have to pay a fee to exercise any of your rights. However, the University may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances. You are also entitled to contact the Information Commissioner’s Office (the “ICO”) (www.ico.org.uk) about any concerns about the way the University has handled your personal data. The University would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.