Recruitment Data Protection Statement
Buckinghamshire New University is a registered data controller and will collect and use information about its employees in accordance with the data protection principles set out in the Data Protection Act 1998 and the European General Data Protection Regulation (GDPR).
Purpose of this Notice
This privacy notice outlines what you can expect when Buckinghamshire New University collects your information, if you are applying for a job with us. This Notice does not form part of your terms and conditions of employment or other contract to provide services, nor is any part of it intended to have contractual effect.
Why do we collect and process your personal data?
In order to carry out the recruitment process , the University must collect and process data relating to job applications. A record relating to your application will be held by the Human Resources Directorate. Information about your application may also be kept by individual departments. To complete the recruitment process data held about you may include, but is not restricted to the following:
- 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;
- Bank details at on-boarding stage to set you up for pay if you are successful in your job application.
- 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;
- Equal opportunities monitoring information, including information about your age, ethnic origin, gender, gender reassignment, sexual orientation, marital status, pregnancy/ maternity and religion or belief. This information will not be shared with the recruitment panel and will only be used for monitoring purposes or to assist you where you require special adjustments;
What categories of personal data do we process?
The University holds and processes personal data and sensitive personal data about job applicants and others who are defined as data subjects under the Data Protection Act.
Personal data is data relating to a living individual who can be identified from that data (e.g. name, address, telephone number and staff number). It can also include expressions of opinions about an individual.
Sensitive Personal Data (or “special categories of data” as described under the GDPR) relates to racial or ethnic origin, political opinions, religious beliefs, trade union membership, health, sex life, criminal convictions. Personal data concerning disability is sensitive data.
We will collect and process personal data about you for the purposes described below.
Where do we get your personal data from?
Personal data about applicants can be provided in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. The University may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The University will hold referee details supplied by you and other third parties to seek information during the application process, with your permission, and will inform you that it is doing so
Who has access to your data?
Information provided as part of the application process will be held by the Human Resources Directorate and may be shared internally for the purposes of the recruitment exercise. This includes members of the recruitment team, interviewers involved in the recruitment process, managers in the business area or school with a vacancy, payroll, and IT staff if access to the data is necessary for the performance of their roles.
Information related to your health will be managed by the University’s Occupational Health Department and will not be shared outside Occupational Health without your express consent.
Who might we share your data with?
The University will not routinely share your data with third parties. However for the purposes of pre-employment checking we may gather references during the application process. The University will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks, where appropriate. If an external funding body is directly funding the employment, then payroll data and cv’s may be shared with this fund
How long do we keep your personal data?
We will keep details about your application for only as long as is necessary for the purposes for which it was collected. If your application for employment is unsuccessful, the University will hold your data on for 6 months after the end of the relevant recruitment after which it will be anonymised.
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 and afterwards in line with legislation including the storage of personal records and to comply with the requirements of the UK Borders Agency and other statutory bodies. This information can be held electronically on the University’s HR system, and also in paper format. For more information see the Universities Data Protection statement for Staff.
Legal basis for processing you data
Personal data about applicants is collected and processed by the University for the performance of the recruitment process and to meet its statutory and regulatory obligations as an employer. 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, disability 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.
What are your rights as a data subject?
Under the new data privacy legislation you have the right to:
- Withdraw consent where that is the legal basis of our processing;
- Access your personal data that we process;
- Rectify inaccuracies in personal data that we hold about you;
- Be forgotten so that your details are removed from systems that we use to process your personal data;
- Restrict the processing in certain ways;
- Obtain a copy of your data in a commonly used electronic form; and
- Object certain processing of your personal data by us.
If you wish to request a copy of the personal data that is held about you as part of the recruitment process or to correct any information we hold about you, contact the Human Resources Directorate. If you have any further concerns about the accuracy of your personal data as held by the University or you want to submit a data subject request, contact the University’s Data Protection Officer.
You are under no statutory or contractual obligation to provide data to the University during the recruitment process. However, if you do not provide the information, the University may not be able to process your application properly or at all.
What should you do if you have concerns about the way we process your personal data?
If you have any concerns with regards to the way your personal data is being processed or have a query with regard to this Notice, please contact our Data Protection Officer, Nicholas Roussel-Milner at email@example.com.
Our general postal address is:
Buckinghamshire New University,
Queen Alexandra Road,
High Wycombe, Buckinghamshire HP11 2JZ
Our telephone number is:
+44 (0)1494 522141
Our ICO data controller registration number:
You also have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF. Tel: 0303 123 1113. https://ico.org.uk.