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Job Applicant Privacy Notice


This Privacy Notice explains how the University of Cumbria (“we”, “our”, “us”) will handle personal data as an employer.

"Personal data" is any information from which you can be identified. The personal data we collect, and how we process it, varies depending on your interactions with us. “Process” means anything we do with your personal data.

We are a committed to ensure that all personal data is processed in accordance with the UK General Data Protection Regulations and Data Protection Act 2018.

This notice is intended for job applicants including those applying for voluntary or temporary roles. If you have been offered and accepted to work with us, the Staff Privacy Notice will apply.

This notice should be read together with our General Privacy Notice.

How do we get your personal data?

We get your personal data from the following sources:

  • Directly from you e.g. when you complete the online application form and during your job interview
  • From third parties e.g. referees, recruitment agencies

If you do not provide information we need, we will not be able to take your application further.

What Personal Data Do We Process?

Information we process includes:

  • Personal details e.g. your name, title, nationality, date of birth and NI number, your eligibility to work in the UK including immigration and copy of your passport
  • Contact details e.g. your email, postal address, and telephone number
  • Employment history and your reasons for leaving
  • Education and professional development history
  • Assessment and interview notes collected during the selection process
  • Confidential references provided about you
  • Location of employment e.g. Carlisle or Lancaster
  • Your CV, and depending on role, your availability
  • Any criminal convictions and offences
  • Health or disability information to support you during your application
  • Diversity monitoring information e.g. your gender, sexual orientation, religion or belief, disability and ethnicity. You will be asked to volunteer this information and it will not be used to assess your application. If you do not provide it, it will not affect the way we treat your application.

Why We Process Your Personal Data?

We process your personal data for purposes arising from your application including:

  • To assess your skills and suitability for the role you have applied for.
  • Communicate with you during the recruitment process.
  • Carry out background and reference checks.
  • Carry out right to work checks.
  • Produce statistical reports as requirement under equalities legislation.
  • Comply with other legal obligations, including visa and immigration obligations, Disclosure and Barring Service requirements and monitoring equal opportunities.

What is our legal basis for processing your personal data?

The lawful bases we rely on for processing your personal data are:

  • It is necessary for entering into a contract with you. If you refuse to provide us with the information we need, we will not be able to enter into a contractual relationship with you,
  • It is necessary to fulfil our legal obligations e.g. to fulfil and monitor our responsibilities under equality legislation, check your entitlement to work in the UK,

We use your “special categories data” or personal information about your racial or ethnic origin, religious beliefs, physical or mental health, or gender identity and sexual orientation where you have volunteered it. This processing is necessary for substantial public interests relating to equality of opportunity and treatment.

When we process criminal offences or convictions data, this is necessary to meet our legal obligations and will be subject to suitable safeguards.

Who will your personal data be shared with?

We share your personal data with our employees and agents on a need-to-know basis only. We also share your personal data with:

  • Current or potential employers or education providers, for example to provide references
  • Internal and external auditors, where necessary for audit purposes
  • Individuals, companies or organisations who act as ‘data processors’ for them to provide specific services on our behalf. Including recruitment agencies.

How long will we keep your data?

We will only retain your personal data for as long as we need it including legal, reporting, and accounting purposes.

  • If you are recruited, your personal data will be held as explained in our Staff Privacy Notice,
  • If you are unsuccessful your personal data will be held for 18 months after completion of the application process,
  • Your interview notes and assessment, and equality monitoring data for 6 months after completion of the recruitment and selection process.,
  • We produce anonymised statistical reports from the diversity information.

Your Rights

Details about your rights and how to exercise them are set out on our Data Protection webpage

It is important that the personal data we hold is accurate and current. Please keep us informed of any changes after you submit your application.

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