The University collects and processes a range of information about you. This includes, as appropriate:
- Your name, address and contact details, including email address and telephone numbers;
- Details of your qualifications, skills, registrations, experience with previous employers and with the University;
- Academic achievements, publication lists and related research proposals:
- Redeployment details relating to internal candidates;
- Student details (if a student worker);
- Your current level of remuneration, including benefit entitlements;
- Immigration information including immigration and right to work status, visa details, passport number and expiry date;
- Specific candidate queries made by individuals relating to specific campaigns or generic career opportunities
- Assessment / interview notes detailing a candidate’s suitability for the role applied for; and
Some of the data about you that we need to process is classed as ‘special category’ or sensitive personal data. We will ask you for consent to do this. This data includes data about your ethnicity, sexual orientation, religious beliefs or health/disability data. Health and/or disability data can include:
- Medical or health conditions, including whether or not you have a disability for which the University needs to make reasonable adjustments;
- Data from third parties relating to Occupational Health referrals, GP reports and other health-related intervention relating to the role that you have applied for; and
- Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, gender, gender identity, marital status, and religion or belief.
Criminal convictions:The University may hold and process data about criminal offences and convictions if it is appropriate given the nature of your role. We will use information about criminal convictions and offences in the following ways:
- To comply with employment and other laws;
- Consider suitability for employment; or
- Consideration of safeguarding issues.
We will only use information relating to criminal convictions where the law allows us to do so and in line with our Data Protection Policy. Personal data relating to criminal convictions will be retained confidentially and securely and access to that data will be strictly controlled.
The University collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, on-boarding forms, obtained from your passport or other identity documents, collected through interviews or other forms of assessment, including online tests or longlisting assessment from recruitment agencies.
In some cases, the University collects personal data about you from third parties, such as references supplied by former employers academics, health monitoring services (for example, for radiation exposure), and information from criminal records checks (see above).
Your personal data is created, stored and transmitted and processed securely in University recruitment systems, campaign HR files, in University management systems, offer and feedback spreadsheets, departmental management filing systems and in other IT systems (including the University’s email system) in a variety of paper and electronic formats, including databases.
When using video conferencing applications such as Zoom or Microsoft Teams, your name, user name, email address, your computer’s IP address, MAC address and device name may be collected.