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Applicant Privacy Notice

Your responsibilities

You are required to read this Privacy Notice when you make an application for employment to the University. It is important that you do this so you understand how we use your personal information and your rights.

What information do we collect from you? 

We collect personal information from you when you make an application for employment at the University. This includes your contact details, date of birth, gender, education and professional development/ training records and employment information (including salary). If your application is for a post subject to a disclosure and barring service (DBS) check, we will also ask you to declare any unspent criminal convictions or criminal proceedings pending against you.

We are not able to process your application for employment at Edge Hill University unless you supply us with this information.

We also collect special category data such as about your national insurance number, nationality, ethnic origin, disabilities, marital status and gender identity.

If your application is successful, the University will undertake pre-employment checks as part of our on-boarding process. As part of this process, you will be invited to review any personal information previously submitted, and asked to provide any further personal data that may be required by the University. This information will include; bank details, next of kin information and an Occupational Health Questionnaire, which is used to undertake an initial pre-placement health screening.

How is your information collected?

We collect information about you via the online application process– https://jobs.edgehill.ac.uk  

When you accept an offer of employment at the University, we collect further information from you during our routine pre-employment checking and on-boarding processes.  

How we use your information

We use the personal data you provide us when applying for a position at Edge Hill University for recruitment purposes, this includes short listing and assessment scoring. The lawful basis for processing your information is to allow us to to enter into a contract of employment with yourself; alongside legitimate interest to assist monitoring. We do not use your special category data as part of the recruitment process, except if you wish to express your right to an interview under the Disability Confident Employer Scheme.

We are committed, through our equality and diversity plans, to celebrating the diversity of members of the University and maximising their potential, underpinned by an emphasis on equality of opportunity. One of the important ways in which we can judge the effectiveness of our equality and diversity plans is in monitor the diversity of applicants for each of our vacancies

The information you provide during the application process or via the updating of your own MyView record (our Employee self-service Information System), will be used for monitoring purposes only. This information does not form any part of the selection process. This information  is not shared more widely than Human Resources or Payroll - with the exception of using it to respond to requests for anonymised collated monitoring data for legitimate purposes (e.g. by Edge Hill University’s Athena Swan Working Group).

Who do we share your information with?

The E-recruitment system is maintained by Edge Hill’s Human Resources Team.

Recruiting managers and supporting panel members have restricted access to view your application and to facilitate shortlisting and interviewing – they do not have access to sensitive equality and diversity information.

The University may share your data with a number of different organisations including:

Psytech International – as part of our selection process, and dependent upon the post, the University may ask you to complete a psychometric assessment. To facilitate these assessments the University uses a product called ‘GeneSys Online’ provided by Psytech International. To facilitate the assessment and send you a personalised link the following personal data is used: forename, surname, email address, and sex.

For more information on Psytech International - http://www.psytech.com/About/Privacy

Skillsarena - as part of our selection process, and dependent upon the post, the University may ask you to complete a web-based skills or personality test (e.g to test your IT skills, proofreading ability, numerical reasoning, etc.). To facilitate assessments the University uses Skillsarena. Prior to taking a test you will be asked to enter your forename, surname and email address. These details are collected so to send you a link to the test if you do not complete the test in one session.

For more information on Skillsarena - http://skillsarena.com/

The Disclosure and Barring Service (DBS) – if your application is successful, and the post require a Disclosure and Barring Service check, you will be asked to bring documentary evidence into HR to support this process (items such as NI number, proof of current address, passport, driving liscence may be requested).

For more information on DBS - https://www.gov.uk/government/organisations/disclosure-and-barring-service

UK Visa’s and Immigration (UKVI) – if your application is successful, and you require a visa to work in the UK, the University will use some of your personal details/ personal documents (i.e. passport) to facilitate the visa application process. The following personal data is used: forename, surname, address, national insurance number, passport number. This information is supplied alongside a job description summary and details of your agreed salary.

For more information on UKVI - https://www.gov.uk/government/organisations/uk-visas-and-immigration

The University will ensure these organisations use your data in line with data protection legislation. In many cases the University does not need to seek your consent to share this information, in particular when there is a legal or statutory obligation to provide the information.

How do we keep your information secure?

The University has robust Information Security policies in place to protect your information. All staff in the University have a responsibility to make sure that your data is handled securely.

The University’s Information Security Policy and Data Protection Policy can be found on the website:

https://www.edgehill.ac.uk/documents/information-security-policy/

https://www.edgehill.ac.uk/documents/data-protection-policy/

How long do we keep your information?

If your application is unsuccessful your information will be kept for 6 months after an appointment has been made to the post you were applying for. If you are successful we will retain the information for your period of employment within the University and for six years following the termination of your employment.

The University’s retention schedule can be found on the website:

To be confirmed

Occupational health records are kept for six years or until the persons 75th birthday (whichever is sooner). Any records relating to statutory health surveillance will be kept for the relevant time e.g. Control Of Substances Hazardous to Health are 40 years. 

Additional Notices and guidance/policies 

Your rights

You have the following rights regarding your personal data:

  1. To have access to your personal data
  2. To have inaccurate or incomplete personal data amended
  3. To have your personal data deleted – this will only apply when there is no legitimate reason for the University to continue to use your personal data
  4. To restrict the use of your personal data
  5. To request personal information in a digital form so that you can provide to other organisations
  6. To object to automated decision making and profiling
  7. To withdraw consent when we have used consent as the basis for using your information

The University has a range of policies to support these rights. These are accessible from the following link:

https://www.edgehill.ac.uk/documents/data-protection-policy/

If you wish to exercise your rights you are advised to first read these policies as there are some exceptions to using your rights. For example it is a statutory duty for the University to send some of your information, if you are appointed, to HESA (the Higher Education Statistics Agency) each year. In this case you could not apply to restrict this use of your information.

Any requests to use your rights over your personal data should be made to the Data Protection Officer.


Concerns and Contact Details

If you have any concerns or complaints about this notice or about the way your personal data is being used please contact the data protection officer at:

Email: dataprotection@edgehill.ac.uk, or

Data Protection Officer

Edge Hill University
St Helens Road
Ormskirk
Lancashire
L39 4QP

Edge Hill University is the Data Controller for the personal data that it holds about you.

For confidential health information held in Occupational Health please contact:

Occupational Health Department

Edge Hill University
Health and Wellbeing Centre
Milton House
41 Ruff Lane
Ormskirk
L39 4QX


If you are not happy with the way the University has handled your concern or complaint then you may submit a complaint to the Information Commissioner’s Office, further details can be found at: 

https://ico.org.uk/concerns/


Changes to this Notice? 

This Notice has been developed to be compliant with the General Data Protection Regulations (GDPR) and the Data Protection Bill 2017. This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. Updates can be made at any time and the most up to date version will be found at (web link). If we make significant changes we will contact you to inform you of this.


Document Title

EHU Applicant Privacy Notice V1.0

Document Owner

HR

Date of First Publication

May 2018

Last reviewed

17 May 2018





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